EventPro Planner Manual

Register Attendees for Functions

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Register Attendees for Functions

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Register Attendees for Functions

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Two Ways to Register Attendees

You can register Attendees for Functions  in the Organization tab or from the Attendees tab in the Event Maintenance screen.

Registering Attendees for functions in the Organization tab is meant for a more simple, on-the-fly registration process. The Function in which you want to register the attendee can belong to only one registration group.

If you have a more complex registration process, in which functions can belong to multiple registration groups, it is recommended to register Attendees from the Attendees tab.  See Chapter 8: Manage Attendees, Register Attendees.

Before You Register Attendees

You need to add attendees to the event before you can register them.  See Chapter 8: Manage Attendees, Enter a Single Attendee, Import Multiple Attendees or Enter Multiple Attendees.

You also need to create at least one Registration Group in which the functions can be grouped. See Chapter 5: Set Up an Event, Attendee Setup: Attendee Registrations.  You may have already added functions to a registration package, or you can add the function on the fly when registering attendees from the Organization tab.

Registering Attendee for Functions on the Organization Calendar

1.Click on the Organization tab.
2.If this is a multiple-day event, find the applicable day using the drop-down list or horizontal arrows.
3.There are several different ways of registering an attendee in a function, from the Calendar View, Detail View and Function View tabs.
Click to expand/collapse textCalendar View

Right-click on the function in which you want to register attendees. Select Function Attendees from the speed menu.

In the Function Attendees window, click the Register Attendees button to the right of the selection grid.

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Click to expand/collapse textDetail View

In the top selection grid, click on the relevant Location.

In the bottom right selection grid, choose the relevant Function.

In the bottom left section of the window, click on the Function Attendees tab, and click Register Attendees.

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Click to expand/collapse textFunction View

In the top selection grid, click on the relevant Function.

Click on the Function Attendees tab below and click the Register Attendees button to the right.

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4.If the function does not yet belong to a registration group, you will receive a Confirm prompt asking if you want to add the function to a registration group now.  If you click Yes, the Find Registration Group window appears. Check the View All checkbox to see all registration groups.  Select one and click OK.  The function will be added to the registration group and you can continue with registering attendees.

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5.Regardless of where you begin, the Register Attendees window appears.

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5.At the top, you can see the name of the Function and the Attendee Types to which the Function is applicable.  The applicable attendee types are determined by the registration group to which the function belongs.  See Chapter 5: Set Up an Event, Attendee Setup: Attendee Registrations.
6.The event attendees appear in a list.  You can register all the attendees that appear, a selected number, or just one attendee.
a.To find a specific attendee, click the Find button. Review how to find a record in Chapter 1: Overview, Find a Record.
b.To filter the attendees so that only certain attendees appear, click the Filter button. Review how to filter in Chapter 1: Overview, Filter Information.
c.To multi-select attendees, hold down the CTRL key and click on the attendees you want to register.
d.To register just one attendee, click on the attendee.
7.You will click either the Register or Multi-Register button:
a.If you are registering just one attendee, click the Register button.
b.If you have selected multiple attendees or want to register all attendees visible in the list, click the Multi-Register button.  In the Attendee Multi-Add To Function dialog, select a radio button to indicate whether you want to register Selected Attendees or All (Filtered) Attendees, and click OK.

NOTE: You must click the Register or Multi Register button to register the selected attendee(s).

If you select an attendee and just click OK, the attendee will not be registered.
8.The program will work through registering the attendees.  When it is completed, you can click OK to close the Register Attendees window.

Sending Mail Merge to Function Attendees

In the Organization tab, you can create a mail merge for all or selected Attendees registered for a selected function.

1.To send a mail merge to function attendees from the Organization tab, first view the function attendees.
a.Calendar View: Right-click on the function for which the attendees are registered. Select Function Attendees from the speed menu, which opens the Function Attendees window.
b.Detail View: In the top selection grid, click on the relevant Location. In the bottom right selection grid, choose the relevant Function. In the bottom left section of the window, click on the Function Attendees tab.
c.Function View: In the top selection grid, click on the relevant Function. Click on the Function Attendees tab below.
2.If you do not want to send the mail merge to all attendees in the list, multi-select attendees by holding down the CTRL key and clicking on the attendees you want to include.
3.Click the Mail Merge button.  The Attendee Mail Merge Wizard appears.

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4.From here, you can follow the instructions under Chapter 8: Manage Attendees, Attendee Mail Merge: Select Data to Merge.