EventPro Planner Manual

Add Registration to Single Attendee

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Add Registration to Single Attendee

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Add Registration to Single Attendee

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1.To add a registration item to an attendee, find or select the attendee under the Attendees | View Attendees tab.  The Attendee’s information will appear in the tabs below.

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2.If not already selected, click on the Registrations tab in the bottom pane of the screen.  The Registrations tab contains two selection grids, a small grid on the left and a larger grid on the right.  Click the New button between these grids.
3.The Registration Item Selection window appears.

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4.The General tab will be selected first.  At the top of the General tab, the Date Booked will default to the Attendee's Booked Date (see Enter a Single Attendee: General), but you can choose another date from the drop-down calendar. Remember that the date of registration may determine which charge is used, depending on how you set up your registration charges (e.g. if you created an “Early Bird” rate).
5.From the Bill To drop-down list in the upper right corner of the General tab, choose who will be billed for the registration charges: Not Billable, Event Client, Attendee or Attendee Group.  You would have chosen the default Bill To option when setting up the attendee earlier. See Enter a Single Attendee: Billing Information above.
6.Below, there is a list of all registration groups available to this type of attendee.  Remember, when you set up registration groups, you chose which attendee types for which the registration groups would be available.  The available functions are listed beneath the registration groups, along with their dates and times. The Table, Available, Charge, Quantity and Total fields will be empty at the moment. They will be filled later when you select the registration group(s) to which this attendee will belong.
7.Depending on the size of your computer screen, you may not be able to see all of the registration groups and functions. Use the vertical Scroll Bar on the right to view additional registration items below.  Note that you can expand and collapse the registration groups by using the +/- toggle.  The registration groups will be expanded by default, if you selected that System Setting.  See Chapter 1: Setting Up EventPro Planner, Step 1: System Settings, Attendees.
8.Under Registration Items, check the Registration Group(s) to which you want to add this attendee.  You can select more than one group, as long as the registration groups are not Mutually Exclusive.
9.When you check a registration group, its other fields will be enabled.
a.The Available column will display how many spaces are left in the group.
b.An applicable Charge will default in, if you set up charges for the group. You can also type in a new charge, if you wish.
c.Enter a Quantity.  Note that you may have set up this registration package with a Max. Quantity, so that the attendee can only register for a limited number.
d.The Total will adjust accordingly.
10.Also, when you select a registration group, the functions for that group will be enabled.  Check the boxes next to the Functions that this attendee will attend.
a.If a function is mandatory for a registration group (i.e. you did not check the Is This Item Optional box when adding the function to the registration group), it will already be checked and you cannot unselect it.
b.Remember that the number of functions that an attendee can choose may be limited (the Max. Item Selection field when creating the registration group). If you try to select more than the set maximum, the Information dialog will inform you that you can only select a certain number of items from this group.
c.If a function conflict arises, the Confirm dialog will warn you that this item conflicts with another function. If you want to allow the conflict for the attendee, click Yes. If you register the attendee for conflicting functions within a registration, the function text will be red.
11.As you select Functions, their fields will be enabled as well.
a.If you set up a function to allow table charges (i.e. you checked the Allow Table Charges checkbox when setting up functions), you can select the Table checkbox so that the attendee registers for an entire table in the function.
b.If the function was set up so that it could be charged separately, the Charge field will appear. Enter a charge, if applicable.  If no Charge field appears for a function, no additional charge has been set up for the function within the registration group.
c.Enter a Quantity of individual entries/seats for the function.
d.The Available and Total fields will update automatically.
e.If you want to add any additional information about a selected function for an attendee, click the Notes button to the far right of the function. Type any notes into the Attendee Registration Group Detail Notes and click OK.
12.After you have selected all the registration groups and functions for this attendee under the General tab, click on the Taxes tab.  Select the taxes that should apply to this attendee registration.  The EventPro Planner program taxes were set up earlier in Chapter 2: Setting Up EventPro Planner, Step 6: Taxes and event and default taxes were set up in Chapter 5: Set Up an Event, Event Taxes and Default Taxes.
13.When you are done selecting registration groups and functions for this attendee, and have set the taxes, click the Save button. If you want to see a summary of the attendee charges, click the Save and View Charges button.  The Attendee Charges window appears. This information also appears under the Attendee's Charge Summary tab.  When you are done reviewing the attendee charges, click OK.

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14.If the maximum attendance for a registration group has been exceeded, the Confirm dialog will inform you.  Choose whether you want to Cancel the current registration or Ignore the maximum. Depending on your System Settings, EventPro Planner may also check the attendance of each function to see if any functions have been overbooked.  If so, a prompt will appear for every overbooked function and you will have to choose whether to Cancel the registration or Ignore the maximum.  See Chapter 2: Setting Up EventPro Planner, Step 1: System Settings, Attendees: Registrations.
15.If there are any overbooked functions in the event (i.e. functions with more attendees registered than the set maximum number), these functions will appear in the Overbooked Functions dialog.  In your System Settings, you could choose the circumstances under which this dialog appears: Always (every time you save a registration, if there are overbooked functions), Prompt (a prompt will appear if there are overbooked functions, and you can choose whether to view the dialog), or Never (the dialog will never appear, even if there are overbooked functions).  See Chapter 2: Setting Up EventPro Planner, Step 1: System Settings, Attendees: Registrations.  You set the maximum numbers for the functions in Chapter 5: Set Up an Event, Organization Setup: Functions, Create Functions.

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16.The groups and functions will appear under the attendee’s Registration Details tab. To the left, the Booked selection grid displays the number of registrations booked for this attendee (each time you clicked New to open the Registration Item Selection window and saved changes) and the date each registration was booked. These records are kept for the purpose of invoicing the attendee.