This page lists the attendee types defined in the event. This page may be a multi-page list.
Attendee types are used to identify different types of attendees at an event. Example attendee types include Attendee, Exhibitor, Visitor, and Staff.
Things to know about Attendee Types
- You can create any number of attendee types for an event.
- A default Attendee Type of Attendee is included in a new event.
- You can rename, edit, or delete the default attendee type.
- You can add fees to the default attendee type if required.
- Attendee Types can be used to assign fees to registrants.
- Each Attendee Type can be configured with up to five date-expiring fees. Examples include Early Bird, Regular, and On-site.
- Attendee Types can be used to limit the number of registrants.
- Example limit approaches include optional Capacity limits and waitlisting.
- If you are using the Accommodation module, Attendee Types can be used to restrict visibility of certain room types available to an attendee.
- If you are using the Registration Groups module, Attendee Types are used to define who can be a member of each group.
- If you are using the Registration Groups as Promo Codes module, Attendee Types are used to define who can use each promo code.
Select Attendee Type
To add a new attendee type, click Add New.
Video: Creating Attendee Type
To edit an attendee type, click the row in the list as if you were going to edit it.
The sections described below are displayed.
Enter the details required. Click Save or Save & New.
To delete an attendee type, click on the row in the list as if you were going to edit it. Then click Delete at the end of the page.
Note: You cannot delete an Attendee Type that's associated with a Promo Code or Registration Group.Registration Attendee Type
Name
Name is required.Enter the name of the attendee type.
The attendee type name can be displayed on confirmations, badges, and reports.
Examples include Attendee, Member, and Exhibitor.
Max length is 255 characters.
Code
Code should be a short abbreviation of the name.The code will display on reports. Choose a value that will make sense if viewed on a report.
Sort order
Sort order is a number used to determine the display order of attendee types on the form.An attendee type with a sort order of 2 is displayed after a type with a sort order of 1.
Display for Reg Form
Display for Reg Form is text to be shown on the Attendee Type section of the online registration form.This section is shown if the registrant can see or select it there.
Note: This field is used only on the Attendee Type section of the form.It is not used on the Verify or Confirmation sections.
Note: If left blank, the Code and Display for Reg Form fields default to the attendee type Name.Passcode
Each attendee type can have a unique passcode.
The passcode is matched to the password entered by online registrants.
If an online form is set up to do so, the password entered by a registrant at the beginning of the online registration form will be compared with the passcodes of all attendee types for the event.
If a match is found, the registration will automatically be assigned to that attendee type.
Capacity
Capacity is the maximum number of registrations this event can have of this type.Capacity applies to registration forms. Capacity can be exceeded by meeting planners.
0 = unlimited capacity.
The current numbers Registered / Available are displayed for reference.
Available equals Capacity minus Registered.
Note: Attendee Type waitlisting and Event Waitlisting are mutually exclusive.If you set up event waitlisting, as described in the Automatic Event Waitlisting Guide, do not set up capacities for attendee types.
Default status
Default status is the initial registration status for a registration of this type.For example, some registrants may be automatically accepted into an invitation only event. In that case, the default status would be "Invited".
General registrants would default to "Hold".
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.
The default statuses are available unless the account has the Show Default Statuses option cleared on Account Settings > Implementation > Security.
If Show Default Statuses is cleared, none of the 11 default statuses would be available.
This behavior is rare for an account administrator to clear.
Tags
Tags can be set up for the account by your Administrator.Your Administrator assigns tags to the "Attendee Types" object.
You can select one or more tags here if tags have been set up for the account.
Note: The field is not shown if no such tags have been set up. Technical Note: All tags are exposed via Certain's API 2.0.The APIs associated with the objects will return the associated tags if you include an includeList=tags attribute.
Attendee Type Group
Attendee Type Group can be used to group similar attendee types for reporting.For example, you may have several types of "speaker": VIP Speaker, Keynote Speaker, and Session Speaker.
When you run registration reports, you can group attendees by their attendee type or attendee type group.
You can select a type from the drop-down list.
You can add a new type by entering it in the Add a new type field.
About Number Registered and Available
When counting the number of registrants who are registered for a given type, the following rules apply:
- Registration is confirmed.
- Registration was started within the last 10 minutes.
This limit can be changed in Plan > Configure > Options > Global Settings section.
- The registration status must be of "accepted" type new, preregistered, no-show, attended, or a custom status.
- Registration's test status matches that of the event.
- If the event is in test mode, then test registrations are counted.
- If in live mode, then test registrations are excluded.
- Registration is active.
Confirmed registrations that have a balance due are not counted against the number registered for a type unless the appropriate setting is selected on the Configure > Options page for the event.
Online registrations in progress are counted in the number registered.
If an online registration is not completed within the set time frame, then that space will be released.
Confirmation Text
The optional confirmation text is added to the general content of the event confirmations.
Text in the top field is added below the confirmation header.
Text in the bottom field is added above the confirmation footer.
Only registrations assigned to the attendee type will see this text.
Registration Fees
You may create up to five date-based registration fees for each attendee type.
Video: Add Registration Fee to an Attendee Type
To create a registration fee:
- Select Fixed Fee/Discount in the Fee Type drop-down list.
- Complete the following fields for each fee.
Expiration Date and Time
Select a date and time.
Use the calendar or make an entry.
The associated fee no longer applies after this time.
Times are U.S. Pacific Standard Time (PST): GMT - 10 hours.
Fee Code (Unique)
Fee Code (Unique) should be an abbreviation of the name.Fee code is used on summary reports.
Fee code is also used when assigning registration fees and cancellation fees.
Display for Reg Form
Display for Reg Form is optional.The field controls the label for this fee type that is displayed on the registration form.
Amount
Amount is the fee charged to the registrant.G/L Account
G/L Account is the General Ledger account number used to track the fee.This field is displayed only if the Strategic Meetings Management module is activated.
The activation happens in the list of Functional Areas Needed by This Event in Plan > Configure > Options.
Max length is 25 characters.
Tax Rules
To associate a tax with the registration fee, select an option from the Tax Rules drop-down list.
If you select Charge Exclusive Tax, you must set up a separate registration fee for the tax.
If inclusive taxes have been defined for the event, you can select an inclusive tax from the list.
Inclusive taxes are defined in Plan > Event Setup > Payments.
Inclusive taxes are used in scenarios where the fee contains the tax.
Discount Rules
Discount Rules control discount behavior.The default selection is Apply % Discounts.
A fee is discounted if a percentage fee with a negative amount is applied.
You can select Exclude From % Discounts instead.
This selection prevents percentage discounts from being applied to the fee.
Note: You may create attendee types without registration fees.Cancellation Fees
You may create up to five date-based cancellation fees for each attendee type.
A cancellation fee is the amount retained from the paid fee when cancelling a registration and applying a refund.
> Note: Cancellation fees must always be > positive amounts. They are amounts to be charged to an attendee when they cancel, so they increase the amount due from that attendee.
To create a cancellation fee:
- Select "Fixed Fee/Discount" in the Fee Type drop-down list.
- Complete the following fields for each fee.
Expiration Date and Time
Select a date and time.
Use the calendar or make an entry.
The associated fee no longer applies after this time.
Fee Code (Unique)
Fee Code (Unique) should be an abbreviation of the name.Fee code is used on summary reports.
Label for Reg Form
Label for Reg Form is displayed on the registration form.Amount
Amount is the fee charged to the registrant.G/L Account
G/L Account is the General Ledger account number used to track the fee.This field is displayed only if the Strategic Meetings Management Module is activated for the event in Plan > Configure > Options.
Max length is 25 characters.
Note: You may create attendee types without cancellation fees.To process a full refund for a registrant, the recommendation is to set up a cancellation fee of $0.
(Recommendation text): The page recommends always having cancellation fees for attendee types, even if $0.
This approach eases reporting.
This approach enables reporting to show that the cancelled attendee was of that attendee type.
This approach enables reversal of the fee.
Available Hotel Room Types
You can restrict the hotel room types visible to an attendee on the registration form by their attendee type.
To do this:
- Select the room types you wish to remove from the visible list on the left.
- Click the ->> or <<- buttons to move the selected fields either in or out of the excluded list.