Attendee Profile

Attendee Profile

The Attendee Profile page contains contact information about the attendee. The page contains basic registration information. The page includes Attendee Type and Status.

How do you reach this page?

1. Go to Manage > Registrations > Find. 2. Enter the details on which to base your search. 3. Or on the Manage > Registrations > Overview page. 4. Click a number in a set of registrations. 5. Either action opens a Report Results window. 6. Click an attendee in the list on that page. 7. The Attendee Overview page will open. 8. Click the Edit Registration button. 9. Or click the edit icon next to the Registration section heading.

Registration Header

The standard Registration Header is shown. The Registration Header is shown on all other admin-side Registration pages.

Contact Information

Usually the attendee enters Contact Information on the registration form. The Plan > Forms > Registrant Details page determines what information is collected from the attendee on the form.

You can manually enter the information on this page. This is particularly useful if the attendee calls with a change in their information. This is useful if you notice an error.

The Contact Information section includes several commonly used fields from the attendee’s Profile. These fields include First Name, Last Name, Email, Position, Organization, Username, Password, etc. (See Profile for full details of each field.)

The other Profile fields are in the following sections. These sections are Contact Details, Mailing Address, and Billing & Shipping Address. Each section is collapsed to just the heading. You can expand a section by clicking in the section heading. When a section is expanded, you can collapse it back to just the heading by clicking.

> Note: Any text formatting rules set for the event > (in Plan > Configure > Options) apply to text you enter here, for the applicable fields selected for your account > (in Account Settings > Registration > Data Format).

> Note: When you select a Country, its international dialing code is added to the beginning of the Phone field. > (For example, 44 for the United Kingdom.)

> Note: An administrator is able to "anonymize" a profile on request. > This can happen under the GDPR (General Data Protection Regulation). > This includes removing all Personal Identifying Information (PII). > This can optionally deactivate the record. > See Profile Anonymization.

Contact Details

More contact information comes from the attendee's Profile record. This contact information includes Phone, Fax, Mobile, Assist Info, etc.

Mailing Address

The attendee's mailing address comes from the attendee's Profile record.

Billing & Shipping Address

The attendee's billing address comes from the attendee's Profile record. The attendee's shipping address comes from the attendee's Profile record.

Registration Information

Registration Information displays basic data about the current attendee's registration for this event. The data includes the attendee type and status. The options for attendee type and status are entered in the Plan > Event Setup area.

• Attendee Type – The attendee type and fee.

If you select the attendee type alone, then the fee (if any) is applied based on the registration date and fee date.

Select the attendee type and fee option in order to explicitly assign a fee for this registration.

(For example, if someone registers after the early registration fee ends, but they have a special situation and should receive the early fee.)

If a specific fee is selected using the Attendee Type select field when the registration Status is changed to one of a type Cancelled, the selected fee will be used rather than the current fee.

> Note: You cannot assign a cancellation fee to a registration unless it has a Status of type Cancelled. > You cannot assign a cancellation fee unless the registration is being changed to such a status in the same save.

Video: How to Change an Attendee Type (1 min.)

• Group – The group to which this attendee belongs.

This applies if you are using the Registration Groups module in the event.

The list to select from is of the groups set up for this attendee's attendee type on the Plan > Groups > Group List page.

The field is only displayed if there are any such groups.

> Note: Assigning a group to an attendee here does not assign to them any agenda items allocated to that group for auto-assignment. > Auto-assignment happens only when an attendee is assigned to a group on the Groups section of a registration form.

• Group Coordinator – Select this check box if the attendee is the coordinator of the group they belong to.

Only one attendee in a group can be its Group Coordinator.

The field is only displayed if a Group has been selected.

(Group Coordinators, and their flights, are included on the Group Summary Report to ease management of groups.)

• Promo Code – The promo code selected by this attendee.

This applies if you are using the Registration Groups as Promo Codes module in the event.

You can change the promo code by selecting from the list of codes set up for this attendee's attendee type on the Plan > Promo Codes page.

> Warning: Assigning a promo code here does NOT apply the discount(s) associated with it. > You would need to do that "manually" by adding them on the attendee's Agenda page. > Note also: If you delete a promo code here, that does NOT delete the discount(s) associated with it. > You would need to do that "manually" by cancelling them on the attendee's Agenda page.

• If the event is a Digital Event and the attendee did attend, then two check boxes show whether that was Live and/or On Demand.

The check boxes are read-only.

You cannot select or clear them.

Certain Signal updates the information automatically.

Certain Signal interfaces with your webinar provider.

See Digital Events Overview.

• Status – The attendee's registration status.

Changing this may result in an automatic action.

An example automatic action is an email being set.

Another example automatic action is a credit card being charged.

> Note: The list of statuses available for selection includes: > - Custom statuses added on Plan > Configure > Custom Statuses. > - The 11 default registration statuses: > New, Requested Invitation, Waitlist Hold, Invited, Request Denied, Invitation Sent, Pre-Registered, Declined Invitation, Cancelled, No-show, Attended. > > These default statuses are available unless the account has the Show Default Statuses option cleared on Account Settings > Implementation > Security. > > If the option is cleared, none of those statuses would be available. > It is rare for an account administrator to clear that option.

Notes about "Cancelled" Status

• Changing the status to "Cancelled" automatically changes the registration fee (if any) to the cancellation fee (if any).
• Changing the status to "Cancelled" automatically changes the registration fee.
• As noted above under Attendee Type, you cannot assign a cancellation fee to a registration unless it has a Status of type Cancelled.
• When a registration is cancelled, any accommodation, agenda item and session reservations are cancelled automatically.
• If an event includes flights managed in the Travel Packages module, then when a registration is cancelled any flights are not cancelled.
• You need to cancel flights manually on the attendee's Travel page.
• You usually cancel after receiving confirmation that the flight reservation has been cancelled in your third-party booking tool.

Video: How to Cancel an Attendee (1 min.)

• Properties – Each event in Certain comes with the following registration properties.

These properties help the planner manage the life-cycle of registrations.

• Complete – Select this check box if the registration should be treated as "complete".

The registration is treated as if the attendee registered online and completed the registration process.

• If unchecked, the registration is treated as "partial".

• Badge Printed – Select this check box if you would like to track whether you have printed a name badge for the registrant.

This function matches the "Mark as badge printed" item in the Mass Actions drop-down list on the Report Results screen.

• On To Do List – Select this check box if this registration should be added to the "To Do" list for this event.

This is useful if you leave notes in the registration notes field and want to remind yourself or another user of follow-up action needed by this registration.

• Invoice Generated – This box is automatically checked if the registrant opted to have an invoice auto-generated and sent as part of the registration process.

You can select it to indicate that a registration has been sent an invoice.

• Test – Select this check box if the registration was a system test and should not be included with the actual registration dat

Selected automatically if the registration was processed while the event or form was in test mode.

> Note: May be changed only by Administrator users.

• You can create up to 30 Custom Registration Properties in an event.

See Plan > Configure > Options.

These are displayed below the standard registration properties.

• User Notes – Use this field to enter any planner-side notes about the current registration.

• Attended Live? and Attended On Demand? – Displayed only if the event is a Digital Event and the attendee did attend.

These checkboxes are read-only because the information is update by Certain Signal.

See Digital Events Overview.

• Save – Click Save to save any changes you have made.

• Delete – Click Delete to delete the registration.

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