Attendee Profile

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

How do you reach this page? For example, you can:

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. Click on an attendee in the list on that page.

4. The Attendee Overview page will open. Click the Edit Registration button, or the  edit icon next to the Registration section heading.

Registration Header

The standard Registration Header is shown, as it is 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 particularly useful if the attendee calls with a change in their information, or you notice an error.

This Contact Information section includes several commonly used fields form the attendee's Profile; such as 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, Contact Details, Mailing Address, and Billing & Shipping Address. Each section is collapsed to just the heading, but you can expand one by clicking  in the section heading. (When you have expanded a section, you can collapse it back to just the heading by clicking .)

Note: Any text formatting rules set for the event (in  "Reformat data provided by registrant"" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"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, such as under the GDPR (General Data Protection Regulation).
This includes removing all Personal Identifying Information (PII) and optionally deactivating the record: see  Implementation Privacy Compliance Profile Anonymization" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Profile Anonymization.

Contact Details

More contact information from the attendee's Profile, such as Phone, Fax, Mobile, Assist Info, etc.

Mailing Address

The attendee's mailing address from their Profile record.

Billing & Shipping Address

The attendee's billing address and shipping address from their Profile record.

Availability Information

This section is displayed if the Appointment Management module is enabled for this event.

• Primary Location – The attendee's location, to be used when creating appointments (such as an exhibitor's booth number). This is usually imported (see Importing Locations), but can be edited here.

Note: this is "free text", so is not validated – this is how it will appear on the attendee's appointment schedule.
Maximum length is 2048 characters, allowing for storage of virtual meeting URLs,

• Enable manual override of Availability dates – If selected, you can edit the Available From and Available Until dates and times below, for attendees who will be arriving late and/or leaving early, for example. Otherwise, they are "read only" fields; see next.

• Available From and Available Until are the date and time at which the attendee is first available for appointments, and when they are no longer available for appointments.

• • Set automatically based on the attendee's flight arrival and departure times (in the Travel Packages module), plus/minus the maximum transfer time set on Travel > Configure.

  • Values are "read-only" unless the Enable manual override check box, above, is selected to allow them to be edited.

  • These fields are also repeated for reference in Engagement > Appointments > Preferences, where they are always "read-only".

  • The Appointment Matching Engine takes these availability restrictions, if any, into account when generating appointments for this attendee.

Registration Information

Registration Information displays basic data about the current attendee's registration for this event, including their 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; or is being changed to such as status in the same save.

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

• Group – The group to which this attendee belongs, 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 – that 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, 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.
  (These check-boxes are read-only—you cannot select or clear them—because the information is updated automatically by Certain Signal interfacing with your webinar provider. See Digital Events Overview.)

• Status – The attendee's registration status. Changing this may result in an automatic action, such as an email being set or 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) unless the account has the Show Default Statuses option cleared on Account Settings > Implementation > Security; in which case none of those would be 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.
• As noted above under Attendee Type, you cannot assign a cancellation fee to a registration unless it has a Status of type Cancelled; or is being changed to such a status in the same save.
• When a registration is cancelled, any accommodation, agenda item and session reservations are cancelled automatically.
• But 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 do that manually on the attendee's Travel page, 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 the following registration properties that help the planner manage the life-cycle of registrations.

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

Qualification and Approval Information

Note, relevant to the Qualification and Approval Module only: No Recommendation Status or Final Approval Status information is displayed on this Attendee Profile page. That information is available on the Attendee Overview page.