Sending letters

To send Letters go to Reports -> Letters -> Other letters in Word

When you click on letters the next screen will appear:

The screen above is displayed. The ‘Print Letters’ screen provides the possibility to sort and select according to all sorts of participant details.

Letter
Using drop down menu ‘Letter’, select the letter that you wish to send to the participants by post or via e-mail. 

Order of records
You can sort the data of the report according to registration number (‘Registration Number’), family name (‘Family Name’), company (‘Company Name’) or country (‘Country Name’) by using the drop down menu ‘Order of Records’. 

Print selection
The ‘Print Selection’ drop down menu is the menu choice from which you can specify which of the participants and non-participants for a congress you wish to print out. You have the choice between ‘Participants & Outsiders’, ‘Participants’, ‘Outsiders’ and ‘Cancelled Participants'.

Attendance
Use the ‘Attendance’ drop down menu to make a choice between all participants (‘All’), the participants who are present (‘Present’) and those who are not (‘Not Present’). 

Payment status
The ‘Payment status’ drop down menu contains the selection possibilities ‘All’, ‘Balance is negative (not paid)’, ‘Balance is positive (refund)’, ‘Balance is zero’ and ‘Balance is zero or positive’. These balances are based on events and not on the status of the hotel payments. 

Communication
The ‘Communication’ drop-down menu enables you to select the means of communication: ‘All (Post and E-mail)’, ‘Post’, ‘E-mail’, ‘All with e-mail address’, or ‘All without e-mail address’.
You select the ‘Post’ option when you want to send the letter to participants who have indicated that they want to receive their letter by post.
You select the ‘E-mail’ option when you want to send the letter to the participants who have indicated they want to receive it via the e-mail.
You select the ‘All with e-mail address’ option when you want to send the letter to all participants with an e-mail address whether or not the participant has indicated that he or she wishes to receive communications via the post or via the e-mail.
The ‘All without e-mail address’ option selects the participants without an e-mail address. 

Language
The drop down menu ‘Language’ provides the choice of specifying the way in which language the participant wants to receive his/her letters. 

Print new and changed
You select the ‘Print only new and changed letters’ checkbox when you only want to print letters, or e-mail them, to participants who have not yet received one, new participants who have registered since the last time you printed/e-mailed letters and people for whom something has changed since the last time you printed/e-mailed letters. 

Print only with hotel registration
Selecting the 'Print only participants with hotel registration' allows you to only print participants with a hotel registration.

Print letters for participants of groups 
You select the 'Print letters for participants of groups only' when you want to print only the participants in a group. 

Calculate CME points
When you have scanned participants for CME points, you can print the CME points on the letter by selecting 'Calculate CME points from the scan database'. 

Create QR Codes with participant number
When the box is checked, the merge field 'QRcode' is filled with a QR code created from the participant registration number

Create QR Codes with complex code
When the box is checked, the merge field 'QRcode' is filled with a QR code created from the participant unique code.

Print from … to and including …
Allows you to specify between which registration numbers you wish to print out. When you have made another choice in the ‘Order of records’ field, you will have ‘Print from: (A) to and including: (Z)’, where ‘A’ and ‘Z’ are letters of your own choosing.

Category
From the ‘Category’ field select a category of participants that you want. 

Event
With the 'Event' dropdown menu, you can choose for which event you want to print the badges. 

Clicking the ‘Merge’ button causes the selected data to be merged with the letter composed in MS Word. Clicking the ‘E-mail via Word’ button does the same but also sends the merged letter to the participants directly via e-mail. The availability of this button depends on the choice made for ‘Communication’.