The Attendee Profile page contains contact information about the attendee. The page also contains basic registration information. The Attendee Profile includes Attendee Type and status.
How do you reach this page?
1. Go to Manage > Registrations > Find, and enter the details on which to base your search. 2. Or on the Manage > Registrations > Overview page, click a number in a set of registrations. 3. Either one opens a Report Results window. 4. Click on an attendee in the list on that page. 5. The Attendee Overview page will open. 6. Click the Edit Registration button. 7. Or click the edit icon next to the Registration section heading.
Registration Header
The standard Registration Header is shown. This header is shown on all other admin-side Registration pages.
Contact Information
Usually the attendee enters Contact Information on the registration form. The page Plan > Forms > Registrant Details determines what information is collected from the attendee on the form.
You can manually enter the information on this page. This is useful if the attendee calls with a change in their information. This is also useful if you notice an error.
This Contact Information section includes several commonly used fields from the attendee’s Profile. The common fields include First Name, Last Name, Email, Position, Organization, Username, and Password. (See Profile for full details of each field.)
The other Profile fields appear in the following sections. The 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 the section heading. You can collapse an expanded section by clicking the section heading again.
> Note: Any text formatting rules set for the event in Plan > Configure > Options apply to text you enter here. > The note applies to the applicable fields selected for your account in Account Settings > Registration > Data Format.
> Note: When you select a Country, the 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 includes profiles under the GDPR (General Data Protection Regulation). > This includes removing all Personal Identifying Information (PII) and optionally deactivating the record. > See Profile Anonymization.
Contact Details
Contact Details contains more contact information from the attendee’s Profile. The contact details include Phone, Fax, Mobile, Assist Info, and other fields.
Mailing Address
Mailing Address contains the attendee’s mailing address. The mailing address comes from the attendee’s Profile record.
Billing & Shipping Address
Billing & Shipping Address contains the attendee’s billing address. Billing & Shipping Address also contains the attendee’s shipping address. Both addresses come from the attendee’s Profile record.
Registration Information
Registration Information displays basic data about the current attendee’s registration for this event. The displayed data includes 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 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.
- Attendee Type and fee with Cancelled status – If a specific fee is selected using the Attendee Type select field, and the registration Status is changed to a type Cancelled, then the selected fee is used rather than the current fee.
- Cancellation fee assignment rule – 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 a status of type Cancelled in the same save.
- Group – The group to which this attendee belongs.
This applies if you use the Registration Groups module in the event.
The list of available groups comes from groups set up for this attendee's attendee type in Plan > Groups > Group List.
The Group field is only displayed if there are any such groups.
- > Note: Assigning a group to an attendee here does not assign agenda items allocated to that group for auto-assignment.
Agenda item 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 Group Coordinator 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 use 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 in Plan > Promo Codes.
- > Warning: Assigning a promo code here does NOT apply the discount(s) associated with it.
You would need to apply the discount(s) manually by adding them on the attendee's Agenda page: attendee's Agenda page.
If you delete a promo code here, that does NOT delete the discount(s) associated with it.
You would need to delete the discount(s) manually by cancelling them on the attendee's Agenda page.
- Digital Event attendance indicators – If the event is a Digital Event and the attendee did attend, then two read-only check boxes show whether that was Live and/or On Demand.
These check boxes cannot be selected or cleared.
Certain Signal updates them automatically by interfacing with your webinar provider.
- Status – The attendee's registration status.
Changing status may result in an automatic action.
Automatic actions include setting an email or charging a credit card.
> Note: The list of statuses available for selection includes Custom statuses added on Plan > Configure > Custom Statuses. > The list also includes the 11 default registration statuses. > The default registration statuses are New, Requested Invitation, Waitlist Hold, Invited, Request Denied, Invitation Sent, Pre-Registered, Declined Invitation, Cancelled, No-show, and Attended. > These defaults are not available if the account has the Show Default Statuses option cleared on Account Settings > Implementation > Security. > In that case, none of those default statuses are available. > However, 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), and vice versa.
- 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 a status of type Cancelled in the same save.
- When a registration is cancelled, any accommodation, agenda item, and session reservations are cancelled automatically.
- If your 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.
This is usually 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 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."
Complete means the system treats the registration 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.
This use case reminds 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 this box 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 data.
- 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? – These checkboxes are displayed only if the event is a Digital Event and the attendee did attend.
These checkboxes are read-only.
The information updates by Certain Signal.
- Save – Click Save to save any changes you have made.
- Delete – Click Delete to delete the registration.