Creating Single Attendees

Following the instructions below, you can enter one Attendee at a time. If you want to import multiple attendees, see the instructions below under Importing Attendees.

1.	Find the event to which you want to add Attendees and open it in the Event Maintenance screen. Click on the Attendees tab, the View Attendees tab and then any of the sub-tabs.

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2.	Click the New button on the right.

3.	If you have not yet added attendee types to the event, you will receive a warning prompt reminding you to add attendee types to the event. Click OK and add attendee types to your event, referring to Attendee Types Tab in the Attendee Tab Overview above.

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4.	The Event Attendee [New] window appears. There are several tabs in the Event Attendee [New] window: General, Classification, Billing Information, Other Information, Notes, Presenter, Sponsor, Taxes and User Fields.

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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 should have created Attendee Types and added them to Event Categories under the General Lookup Tables (refer back to Chapter 1: Setting Up EventPro, Step 4: General Lookup Tables). If this event belongs to a category with pre-assigned Attendee Types, those Attendee Types will be available in the drop-down list. Also, if you checked the Auto Add to All Events option when creating any of the Attendee Types, they too will appear in this drop-down list, even if not assigned to this event category. If, however, you created Attendee Types after booking this event, they will not automatically appear in your drop-down list, even if you have added them to the applicable event category or selected the Auto Add to All Events option. If you want additional Attendee Types to be available for this event, return to the Attendee Types tab. Review the instructions regarding Attendee Types Tab in the Attendee Tab Overview above.

Choose a Status for this attendee from the drop-down list. You created Attendee Statuses earlier in the setup process. To review or change your status codes, select Setup | Status Codes from EventPro’s main menu. While this may not apply while creating the attendee now, note that if you later change the status of an Attendee to a “Cancelled” type, EventPro will delete the registration information for the Attendee. The guests of the Attendee will also be set to “Cancelled” and their registration details will be deleted.

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

If this attendee is already a Contact, click the Select From Contacts button in the upper right corner. In the Find COMPANY/CONTACT window, search for the correct Contact. Click to highlight the Contact in the selection grid and click OK. You can also create a new contact from the Find COMPANY/CONTACT window by clicking the New button in the lower left corner. To review how to enter a new Contact, see Chapter 1: Setting Up EventPro, Step 6: Company/Contact.

b.	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 this attendee is not in your database, but belongs to a Company already in the database, click the Select 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. EventPro will ask if you want to copy the default company contact person information. Clicking Yes will copy all of the contact person’s information. Click No to simply copy the company’s address, telephone and email address. You can also create a new company from the Find COMPANY/CONTACT window by clicking the New button in the lower left corner. To review how to enter a new Company, see Chapter 1: Setting Up EventPro, Step 6: Company/Contact.

d.	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.

e.	You can add other information or change the default information as necessary.

f.	If you change any of the information for a company contact and want to save the changes in the Company/Contact database as well as for this event, click the Update Contact button.

3.	Contact Person and Company Information:

a.	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 Attendee, including Title, Gender, Age, 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 the Contacts Tab in 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.

Enter any relevant contact information for the Attendee, including Phones, Email, Company Information and Address. When you enter the city of the address, you can select the city from the drop-down list, or type in a new city name. The cities are stored in your General Lookup Tables: Cities. If you type a new city here, it will be added to the General Lookup Tables.

e.	If this Attendee will be assigned to an Exhibitor and you want to assign Product Categories, check the Main Company Contact box.

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.

4.	Main Address and Alternate Address:

a.	You can enter both a main address and an alternate address for an attendee. To enter the main address, leave the Main Address radio button selected and enter the relevant information.

b.	To add an alternate address for the attendee, select the radio button next to Alternate Address. From the Use Address drop-down list, choose whether you want to use None (none of the other options - type in the new address information), or Main (same as the main attendee address).

Dates:

a.	Under Dates in the bottom right corner, you can use the drop-down calendars to record the Booked Date, Arrival Date and Departure Date of the Attendee, and you can specify the times.

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1.	Category 1 and Category 2:

a.	Under this tab, you can further classify your attendees for the purposes of filtering and reporting. Check the boxes next to the applicable options under Category 1 and/or Category 2.

The “Classification” options here are the same as the “Contact Categories” you created under Setup | General Lookup Tables | Contact Category 1 and Contact Category 2. To review how you set up these categories, refer back to Chapter 1: Setting Up EventPro, Step 4: General Lookup Tables, Contact Category.

2.	Do Not Contact By:

a.	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 Step 4: 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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1.	Choose who you want to bill for the Attendee’s charges. From the drop-down list, choose whether you want the Attendee’s charges to be billed to the Event, a Company/Contact, the Attendee (him or herself), or Other Attendee.

2.	If required, enter the Acct Code in the field below.

3.	If you choose Other Attendee or Company/Contact, other fields will appear below. Click the ellipsis to the right of the name fields to select the other attendee, company or contact you want to bill.

4.	If you later assign this attendee to be a Guest of another attendee, you can also choose to bill this attendee’s charges to the Guest Of Attendee (i.e. the Attendee of whom the current Attendee is a guest). For more information about Guests, see Attendee Guests below.

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1.	If you selected a pre-existing Contact or Attendee from your database, these fields will default to the previously entered information.

2.	You can make changes here if you wish.

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

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1.	If you selected a pre-existing Contact or Attendee from your database, these notes will default to the previously entered information.

2.	You can make changes here if you wish.

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

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When you set up your Attendee Types in the General Lookup Tables, you may have set the Default Attendee Classification as “Presenter”. If so, the checkbox at the top of this tab will be checked and the fields will be available.

If the attendee is not a Presenter by default, you can simply check the box to classify the attendee as a Presenter. You will then be able to enter any relevant information in the fields below, including general notes, Session Title, Contract, Bio, Syllabus and Handouts.

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When you set up your Attendee Types in the General Lookup Tables, you may have set the Default Attendee Classification as "Sponsor”. If so, the checkbox at the top of this tab will be checked and the fields will be enabled.

If the attendee is not a Sponsor by default, you can simply check the box to classify the attendee as a Sponsor. You will then be able to enter any relevant information in the notes field below.

Select the default taxes for the Attendee.

If you later add a Registration Group to the Attendee, remember that the Attendee Taxes will determine which of the registration group’s applicable taxes apply. For example, if you decide that Taxes 2, 3 and 4 apply for an Attendee, and Taxes 1, 2 and 3 apply for Registrations, when you add the Registration to that Attendee, Taxes 2 and 3 will actually take effect.

Review Chapter 2: Create a Booking, Creating a New Booking: Event Information, Event Taxes to see how Registration Taxes are set.

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

To review how to create user fields, refer to Chapter 14: User Fields.

Click the Flag Contact button in the bottom left corner if you want to flag this Attendee. When you 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.

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5.	When you have finished adding all of the information you need for this Attendee, click the Save button.

6.	If this Attendee is also a Contact and you have made changes to the Contact’s information, click the Save & Update Contact button if you want to save the new information in the Company/Contact database.

Help URL: http://www.eventpro.net/Manual/HTML/index.html?ch5_creating_single_attendees.htm

Creating Single Attendees						CH5_Creating_Single_Attendees Dear EventPro Documentation Department,
Creating Single Attendees