Attendee Types

(Event) >Plan >  Event Setup > Attendee Types

This page lists the attendee types defined in the event. This may be a multi-page list

Attendee types are used to identify different types of attendees at an event, such as Attendee, Exhibitor, Visitor, Staff, etc.

 Video: Attendee Type Overview (40 sec.)

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/delete it as necessary. and add fees to it 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 (such as Early Bird, Regular, and On-site).

• Attendee Types can be used to limit the number of registrants (for example, 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 Appointments module, Attendee Types are used to define who can have appointments with whom.

• 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.

 Videos: All "Attendee Types" videos

Select Attendee Type

To add a new attendee type, click Add New
Video: Add New Attendee Type (15 sec.)

To edit an attendee type, click that row in the list.

 Video: Edit an Attendee Type (1 min.)

The sections described below are displayed.

Enter the details required, and 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, and click Delete at the end of the page.
Note: You cannot delete an Attendee Type that's associated with a  Promo Codes" data-loaded="true" 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;"Promo Code or  Groups" data-loaded="true" 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;"Registration Group.

Registration Attendee Type

• Name – (Required.) Enter the name of the attendee type. Can  be displayed on confirmations, badges, and reports.
  – Examples: Attendee, Member, Exhibitor, etc.
  – Max length: 255 characters.

• Code – Should be a short abbreviation of the name. The code will display on reports, so make sure you choose a value that will make sense if viewed on a report.

• Sort order –  A number used to determine the display order of attendee types on the form. For example, an attendee type with a sort order of 2 is displayed after a type with a sort order of 1.

• Display for Reg Form – Text to be shown on Attendee Type section  of the online registration form, if the registrant can see or select it there.
  Note: This is used only on the Attendee Type section of the form, not  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, which is matched to the password entered by online registrants. If an online form is set up to do so, then 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, then the registration will automatically be assigned to that attendee type.

• Capacity – The maximum number of registrations this event can have of this type. Applies to registration forms, but can be exceeded by meeting planners. 0 = unlimited capacity.
  The current numbers Registered / Available are displayed for reference. (Available = 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 – The initial registration status for a registration of this type. For example, some registrants may be automatically accepted into an invitation only event, so their default status would be "Invited", while 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) 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 very rare for an account administrator to clear that option.)

• Tags – If any  Management Tags" data-loaded="true" 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;"Tags have been set up for the account (and assigned to the "Attendee Types" object) by your Administrator, you can select one or more here.
  Note: The field is not shown if not 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 – 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, or add a new one 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, or the registration was started within the last 10 minutes.

Note: 10 minutes is the default time for which  incomplete registrations will be held against Capacity. However, this limit can be changed in the 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 that are in progress are counted in the number registered. If a registration is not completed within the set time frame, then that space will be released.

Confirmation Text

The optional confirmation text will be added to the general content of the event confirmations.

Text in the top field will be added below the confirmation header, and text in the bottom field will be added above the confirmation footer. 

Only registrations that are 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 (1.5 min.)

To create a registration fee, select Fixed Fee/Discount in the Fee Type drop-down list, and then complete the following fields for each fee:

• Expiration Date and Time – Select a date (make an entry or use the calendar) and time. The associated fee no longer applies after this time. (Times are U.S. Pacific Standard Time (PST): GMT - 10 hours.)

• Fee Code (Unique) – Should be an abbreviation of the name. This is used on summary reports. and when assigning registration fees and cancellation fees.

• Display for Reg Form – (Optional.) The label for this fee type to be displayed on the registration form.

• Amount – The fee that is charged to the registrant.

• G/L Account – The General Ledger account number used to track the fee. Displayed only if the Strategic Meetings Management module is activated in the list of Functional Areas Needed by This Event in Plan > Configure > Options. (Maximum length = 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 (Plan > Event Setup > Payments), you can select an inclusive tax from the list. Note that inclusive taxes are used in scenarios where the fee contains the tax.

• Discount Rules – The default selection is Apply % Discounts, meaning the fee will be discounted if a percentage fee with a negative amount is applied. But you can select Exclude From % Discounts instead, to prevent 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 each attendee type. A cancellation fee is the amount you will retain 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.

 Video: Add Cancellation Fee to an Attendee Type (30 sec.)

To create a cancellation fee, select "Fixed Fee/Discount" in the Fee Type drop-down list, then complete the following fields for each fee:

• Expiration Date and Time – Select a date (make an entry or use the calendar) and time. The associated fee no longer applies after this time.

• Fee Code (Unique) – Should be an abbreviation of the name; it is used on summary reports. 

• Label for Reg Form – Will be displayed on the registration form.

• Amount – The fee that is charged to the registrant.

• G/L Account – The General Ledger account number used to track the fee. This field is only displayed if the Strategic Meetings Management Module is activated for the event in Plan > Configure > Options. (Maximum length is 25 characters.)

Note: You may create attendee types without cancellation fees.

But to be able to process a full refund for a registrant, we recommend that you set up a cancellation fee of $0.

(We recommend always having cancellation fees for attendee types, even if $0. This eases reporting, as it enables you to see that the cancelled attendee was of that attendee type and to reverse the fee.)

Available Hotel Room Types

You can restrict the hotel room types that will be 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.

Exhibitor Management

This section is only shown if the Exhibitor Management sub-module (of the Appointments module) is enabled for the event (in Plan > Configure > Options). This is most likely to be for use with "Exhibitor Event Views" (which required the Event Views module to be enabled for the event.)

• This Attendee Type is an exhibitor and can participate in shared calendars – If this check box is selected, then attendees of this Attendee Type are designated exhibitors.
  
  The Exhibitor Management page shows the additional information that is stored about exhibitors, compared with that stored about other registrants. This includes the number of appointment calendars to which they are entitled, which can then be allocated to them and their partners on Engage > Appointments > Calendar Assignments .