To add a participant, go to the 'People' menu and click the 'Add participant' button in the top of the screen. After that you can fill out all fields and tabs as shown below when editting a participant.
To edit a participant simply click on the participant you want to edit.
Click in the following screen on 'Edit'.
And you can change the personal data.
On the bottom of the page you can click on the 'Show hidden fields' button to show fields that are not/no longer visible for the participants.
The hidden fields are now unhidden for you. You can recognize them by the blue 'Eye' icon behind the fields.
On each tab you are able to make changes or delete items. Like on the 'Accompanying person' tab.
The 'Billing address' tab:
The VAT Number field of your Participant will perform a soft VAT validation, indicating to the user whether or not their entered VAT number is valid or not.
Please note that we do not block the submission of the entered VAT number, however we do hope that this indication will help your registered participants supply you with the correct information.
The validation is performed by the VIES service of the European Commission website.
The 'Registration data' tab needs a bit more explanation. As you can see the category, registration type, accompanying person events and registration events are all listed here. Each item can be editted separately.
The following screen shows an example of editting the registration events.
You can use the pencil icon to edit an existing event and use the trash can icon to delete an event. Please use the green 'Add registration event' button to add a new event to this participant.
If you want to add more events than are available, as in the screen below, you will receive a notification.
In the notification you can automatically increase the maximum availability for this event. Of course you have to make sure there is a possibility to increase it, for example, you need to know if there is more space in your sessions, of you have to be able to add more people to your dinner.
On the 'Digital content' tab all events are listed that have digital content and are chosen by the participant. By using the 'Send digital content mail' you can send the email to the participant.
On the 'Payment' tab an overview of all payments is shown per kind of payment.
When possible, new and cancelled payments will be hidden on the 'Payments' tab, and only authorized and pending payments will be shown by default. These hidden payments can be shown or hidden through the 'Show More / Show Less' button above the specific set of payments.
The 'Invoices' tab is only shown when you have an online created congress.
Via the icons you can either edit, recreate or view the invoice.
When you choose to resend an invoice, you will now be given the option to send this to a different email address.
On the 'Mailings' tab all sent mails are listed.
You can click on a mailing, for example on the 'Participant registration' mail. The following screen will be shown:
Via the 'Preview' button you can preview the email with the data of the paticipant. By using the 'Resend' button you can resend the email. You will first get an extra screen to be able to send the email to a different email address than from the participant.
Or you can do a bulk change:
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The 'Dot initials' option puts dots between all characters in the initals field. 'Restore previous value will undo your last change for the selected session leaders and for the fields you select in the next screen. |
To 'Import' new participants into the system, click the button at the top of the people list page. Here you can download and complete an excel template, which you can then upload to the system.
Use the 'Download template' button to download the excel template to enter your participants.
You first get a new screen to make some settings.
You can set a registration type and/or category (if you have the extra categories on internet module).
If you make a choice, this will apply to all the participants in your excel.
You also have the choice to 'Assign manually' and add the registration type and/or category in the excel file. Press 'Next' to go to the following screen to check the boxes of the fields you want to import.
On the first tab of the excel you will see all fields you have chosen to import.
If you use fields with a pulldown or radio button, the second tab shows the values you can use per field.
After adding all participants to your excel, you have to use the 'Select file' button to import the participants.
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