Enter a Single Attendee

Different Ways to Add Attendees

•	The instructions directly below explain how to add one attendee at a time.

•	If you have attendee information organized in files or databases, you can import multiple attendees at once. You can also re-use attendees from previous events or use contacts from your Company/Contact database. See Import Multiple Attendees.

•	If you want to quickly add a batch of attendees without specifying names or personal information, you can add multiple generic attendees. See Enter Multiple Attendees.

•	You can also add attendees on the fly while creating seating arrangements. See Attendance & Seating: Seating below.

Adding One Attendee at a Time

1.	Find the event to which you want to add attendees and open it in the Event Maintenance screen.

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2.	Click on the Attendees tab and click on the View Attendees tab. In any of the attendee views, click the New button to the right of the upper portion of the screen.

3.	The Event Attendee [New] window appears. In this window, you can enter one attendee at a time. If you want to import multiple attendees, see the instructions below under Import Multiple Attendees.

There are several tabs in the Event Attendee [New] window: General, Classification, Other Information, Notes, Presenter, Sponsor, Exhibitor, Billing Information, Financial Information, Taxes, Image, and User Fields. There are also colored boxes at the top of the window if certain criteria apply to the attendee: Pink = Linked Contact, Red = Flagged, Blue = Exhibitor, Olive Green = Presenter, Dark Green = Sponsor, Orange = Guest, and Yellow = Financial Group Leader.

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1.	Attendee Type/Status:

Choose a Type for this attendee from the drop-down list. The types you can choose from will depend on how you have set up your Attendee Types. Earlier in the setup process, you would have selected the available attendee types for this event; see Chapter 5: Set Up an Event, Attendee Setup: Attendee Types. Those types will now be available in this drop-down list.

b.	Choose a Status for this attendee from the drop-down list. You created Attendee Status Codes earlier in the setup process. See Chapter 2: Setting Up EventPro Planner, Step 2: Status Codes.

c.	Check the Can Be Assigned to Functions checkbox if you want this attendee to be available for selection in the Organization tab. This allows you to assign the attendee to perform a duty or task in a function. See Attendee Assignment below.

2.	Select or Update Company/Contact Options: If this individual is already in your database, you do not have to re-enter the information manually.

If this attendee is not in your database, but belongs to a Company already in the database, click the Select/Link To Company button. In the Find COMPANY/CONTACT window, search for the correct company. Click to highlight the company in the selection grid and click OK. The Update Data dialog will ask what information you want to update. Select the radio button next to the option you want and click OK.

If this attendee is already a Contact in your database, click the Select/Link To From Contacts button in the upper right corner. In the Find CONTACT window, search for the correct contact. Click to highlight the contact in the selection grid and click OK. To review how to search in a Find window, review Chapter 1: Overview, Common Functions: Find a Record. If you link the attendee to a Contact, the pink Linked Contact box at the top of the window will be displayed.

c.	If this attendee is already an Attendee at another event, click the Select from Other Event button in the upper right corner. In the Find Attendee window, search for the correct attendee. Click to highlight the attendee in the selection grid and click OK.

If you select a previous Contact or Attendee, most of the information will default under the General tab, as well as the Classification, Other Information and Notes tabs. You can add other information or change the default information as necessary. If you change any of the information for a company contact and want to save the changes in the Companies/Contacts database as well as for this event, click the Update Contact button.

3.	Company Information and Address:

a.	If this attendee is related to a company, enter the relevant Company Information, such as Company Name, Parent Company and Company Tax I.D. #. If you chose to link this attendee to a company or contact already in your database, this information may already be filled in.

b.	If this attendee is the main contact representing the company you just entered, check the Main Company Contact box.

4.	Contact Person:

If this is a completely new attendee that is not linked to a company in your database, you can begin by entering the applicable information about the new attendee, which may include Title, Gender, First Name, Middle Initial, Last Name, Suffix, Credentials, Position and S.S.N. (Social Security Number).

b.	The Greeting and Name Badge fields will default according to the settings you chose under Contact, Attendee and User Name Formats in the Contacts tab of your System Settings.

c.	The Confirmation Number will automatically default to a unique randomly generated number. You can manually enter a different number if you wish.

d.	Enter any relevant contact information for the attendee, including Phones and Email.

The Alt. Email address can be used later for creating mail merges sent by Fax. Some internet service providers can provide faxing capabilities or you may be able to configure your email server to send and receive faxes. Enter the applicable fax/email information in this field if you want to later use it for sending fax campaigns.

5.	Main Address or Alternate Address:

If you linked the Attendee to a Contact, the attendee's Main Address will default to the main address entered for the contact. If you linked the Attendee to a Company, the attendee's Main Address will default to the main address for the company. If you selected this attendee from another event, the Main Address will default to the main address you entered for that attendee. If you are entering a completely new attendee, you will have to enter an address manually.

b.	If you want to use the Attendee's Alternate Address, select the Alternate Address radio button. From the Use Address drop-down list, choose whether you want to use the Main Address as the alternate or None (which uses no default, meaning you enter a new address manually).

Dates:

a.	If applicable, enter the Birth Date or Age of the attendee. If you enter the birth date, the age will automatically calculate. If you manually enter a different age, the birth date will clear.

b.	Today’s date will default into the Booked Date field. If you later register the Attendee, this Booked Date will be the default Date Booked of the Attendee's Registration. See Register Attendees below.

The start and end dates of the event will default into the Arrival Date and Departure Date fields, but you can select different dates from the drop-down calendars. These dates may later be updated automatically to the Arriving/Departing dates of the attendee's Travel records or the Check In/Check Out dates of the attendee's Accommodation records, depending on your system settings. See Chapter 2: Setting Up EventPro Planner, Step 1: System Settings, Attendees: Options.

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1.	Categories: Here, you can further classify your attendees for the purposes of filtering, searching and reporting. You created these categories earlier in the setup process, in Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables, Contact Categories 1 and 2.

a.	Select the appropriate checkboxes under Category 1 and/or Category 2 for this attendee.

b.	If you are using a contact already set up in your database, you may have selected categories for your contacts earlier when you set them up in Chapter 3: Companies/Contacts, Enter a New Contact: Classification.

2.	Do Not Contact By:

If you do not want to be able to contact this attendee by certain communication methods, select the checkboxes next to the communication methods you do not want to use for this attendee. You set up these communication methods earlier in Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables, Communication Methods.

This is primarily relevant for email communications. For example, if you attempt to send an email to a recipient you have marked to not contact by email, you will receive a Confirm dialog warning you that the email recipient chose not to receive communications of this type. Click Yes to continue and send the email anyway, or click No to stop the sending process.

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Enter any relevant information regarding the Attendee’s Spouse/Children, Territory/Region, Alternate Contact or Travel Information.

If you are using a contact already set up in your database, you may have added this same information when setting up your contacts earlier in Chapter 3: Companies/Contacts, Enter a New Contact: Other Information.

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If this attendee requires accommodation and/or travel arrangements, check the Accommodations Required and/or Travel Required checkboxes.

Enter any relevant notes about this Attendee in the General, Accommodation, Dietary and/or Travel fields.

If you enter notes in any of these fields, the text "Notes" in the tab above will be in red font.

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When you set up your Attendee Types in Event Setup, you may have set the Default Attendee Classification for the current attendee type to Presenter (see Chapter 5: Set Up an Event, Attendee Setup: Attendee Types). If so, the checkbox at the top of this tab will be checked and the fields below will be available.

2.	If the attendee is not a presenter by default, you can simply check the box to classify the attendee as a Presenter. If you check the Presenter checkbox, the olive green Presenter box at the top of the window will be displayed.

3.	Add any general notes about this presenter in the notes field. If you assign this attendee to a function, any notes you enter here will default into the attendee’s function assignment record. If you enter notes in any of these fields, the text "Presenter" in the tab above will be in red font.

4.	Enter the Session Title. If you assign this attendee to a function, the attendee’s session title for the function will default to this title.

5.	If you require a Contract, Bio, Syllabus and/or Handouts from this Presenter, check the applicable Required checkbox(es) at the bottom of the window. When you receive the indicated items, you can check the Received checkboxes and choose the Received On dates from the drop-down calendars.

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When you set up your attendee types under the Attendees | Attendee Types tab of the Event Setup window, you may have set the Default Attendee Classification for the current attendee type to Sponsor (see Chapter 5: Set Up an Event, Attendee Setup: Attendee Types). If so, the checkbox at the top of this tab will be checked and the fields below will be available.

2.	If the attendee is not a sponsor by default, you can simply check the box to classify the attendee as a Sponsor. If you check the Sponsor checkbox, the dark green Sponsor box at the top of the window will be displayed.

3.	Enter any relevant information about this sponsor in the notes field. If you enter notes in any of these fields, the text "Sponsor" in the tab above will be in red font.

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1.	If this attendee is an exhibitor, check the Exhibitor checkbox. If you check the Exhibitor checkbox, the blue Exhibitor box at the top of the window will be displayed.

2.	If you do not have the Booths module, you can use this checkbox to identify an Attendee as an Exhibitor.

If you have the Booths module, and you are adding this attendee as an Exhibitor Attendee, the Exhibitor checkbox will be checked and disabled, since the attendee is attached to an exhibitor company. If you are adding a regular attendee and want to check the Exhibitor checkbox, remember that Exhibitors are actually companies that you add through the Exhibitor tab, and Exhibitor Attendees are attached to the exhibitor company. It may cause confusion if you identify an independent, individual Attendee as an Exhibitor.

4.	Enter any relevant notes below. If you enter notes in any of these fields, the text "Exhibitor" in the tab above will be in red font.

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1.	Financial Group:

a.	If some attendees will be sharing expenses as a group, you can create a “financial group” with an assigned group leader.

b.	If this current attendee is a group leader, check the Group Leader checkbox. If you check the Group Leader checkbox, the yellow Group Leader box at the top of the window will be displayed.

c.	If you check the Group Leader checkbox, the Group Name will default to the Last Name and First Name of the attendee, but you can alter the group name if you wish. This group name will later be available for other attendees who you want to add to the group.

d.	If this attendee is a member of another financial group, do not check the Group Leader box. From the Group Name drop-down list, select the group to which this attendee will belong.

e.	If you intend to export invoices later, you need to assign an Acct Code to this financial group.

2.	Billing Options:

a.	Determine the Default Bill To option for each kind of expense, which will be used to direct charges and establish the actual budget.

For Registration, Accommodations, Travel and Requirements, choose whether this expense will, by default, be Not Billable or billed to the Event Client, Attendee and Attendee Group. Remember that these are only the defaults. When you add a charge to the attendee’s records, you can change the billing option.

3.	Alternate Billing Company/Contact:

Company and Contact: If you choose to direct the billing of this Attendee to the current Attendee him/herself or to the Attendee Group of which the current Attendee is the Group Leader, you can re-direct that billing to another company and contact. In other words, any charges billed to the attendee will be redirected to this selected company. If you selected Event Client for the billing option, and select a company here, it will not have an effect on that billing; the charges will still be billed to the Event Client company.

b.	Choose a Company Name by clicking the ellipsis to the right of the field. In the Find COMPANY/CONTACT window, search for and select the correct company. Click OK.

c.	The default company contact will appear in the Contact Name field below. To select an alternate contact, click the ellipsis to the right of the field. In the Find COMPANY/CONTACT window, search for and select the correct contact. Click OK.

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1.	Payment Information:

a.	Select the default Payment Type for this attendee from the drop-down list. You would have set up these payment types earlier in Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables, Payment Types.

b.	Enter other information, if applicable, such as Name on Credit Card, Reference #, etc. Note that your local laws or company policy may forbid the recording of credit card numbers, so check before entering this information.

Charges:

a.	A financial summary for this attendee will be available in the Charges section of this window.

b.	EventPro Planner will automatically update this attendee’s financial summary as new charges are added and invoiced.

Check the boxes next to the taxes that should apply to this attendee.

You would have set up your program taxes earlier in Chapter 2: Setting Up EventPro Planner, Step 6: Taxes and event taxes in Chapter 5: Set Up an Event, Event Taxes and Default Taxes.

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From the Storage Type drop-down list, choose whether you want to use a Linked File or an Embedded File. Note that the Embedded File option is only available if you are running the Enterprise Edition of the software. For more information about the Enterprise (SQL) Edition, contact your nearest Sales Department for a consultation and upgrade quote. To compare the features of embedded and linked graphics, refer to Chapter 14: Letter and Label Templates, Insert Graphics below.

a.	Linked File:

i.	Click the ellipsis to the right of the Linked File field.

ii.	Select the image in the Open window and click Open.

b.	Embedded File:

i.	Click the ellipsis to the right of the Embedded File field.

ii.	Select the image in the Open window and click Open.

2.	A Description will default in, but you can type in a new description.

3.	If you have sufficient room on your screen, the image will appear in the Single Attendee View.

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If you have defined any Attendee user fields, they will appear under this tab, and you can fill them out as applicable.

To learn how to create user fields, refer to Chapter 17: User Fields.

Click the Flag Contact button in the bottom left corner if you want to flag this attendee. When you later view this attendee, the FLAGGED notice will appear in his or her information. If required, you can enter the reason for flagging this Attendee under the Notes tab. To un-flag the attendee, click the Un-Flag Contact button.

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When you have finished adding all of the information you need for this attendee, click the Save button. If this attendee is also a Contact and you have made changes to the Contact’s information, click the Save & Update Contact button to save the new information in the Companies/Contacts database as well as the attendee’s records.

If there were auto-add registration packages created for this type of attendee, the registration items will be automatically added to the attendee’s Registration Details tab. To review how to set up registration packages, see Chapter 5: Set Up an Event, Attendee Setup: Attendee Registrations and Register Attendees below.

Help URL: http://www.yourdomain.com/help/index.html?enter_a_single_attendee_chapter_8.htm

Enter a Single Attendee						Enter_a_Single_Attendee_Chapter_8
Enter a Single Attendee