EventPro Planner Manual

Attendees

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Attendees

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Attendees

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Click to expand/collapse textOptions
1.Exclude GUESTS from attendee lists by default: If you check this option, guests will be automatically excluded from attendee lists by default.
2.Exclude CANCELLED types from all reports by default: If you check this option, reports will by default not include attendees with a status set as a Cancelled type.
3.Update Attendee Arrival/Departure Date From: In the Attendee [New] and [Edit] forms, you can record the attendee's Arrival and Departure dates; see Chapter 8: Manage Attendees, Enter a Single Attendee: General.   You can use this system setting to have an attendee's arrival and departure dates updated automatically according to the attendee's accommodation and travel records.
a.If you select Accom/Travel,  EventPro Planner will update the dates using the Check In and Check Out dates of the attendee's Accommodation records. If there are no accommodation records, the Travel Departing and Arriving dates will be used.
b.If you select Travel/Accom, EventPro Planner will update the dates using the Departing and Arriving dates of the attendee's Travel records; if there are no travel records, the Accommodation Check In and Check Out dates will be used.
c.If you select None, the Attendee's arrival and departure dates will not be updated with changes to the attendee's travel and accommodation records.
d.If EventPro Planner uses the Travel dates, it will only look at Travel Leg Types of Arrive or Depart (not Connect-In or Connect-Out).
e.If the attendee has multiple Travel and/or Accommodation records, EventPro Planner will use the greatest dates (i.e. earliest for arrival and latest for departure).
Click to expand/collapse textAccommodations
1.New Record Prompt:
a.You can add an accommodation record from an individual Attendee accommodation tab. In the Event Maintenance screen, click on the Attendees tab, select the View Attendees, find the attendee under one of the sub tabs, and click on the Accommodations tab in the bottom half of the screen.
b.When you add a new accommodation record, you either create a totally new accommodation arrangement (Open), or select from a list of existing accommodation reservations (Reservation).
c.With this system setting, you can choose to have a Accommodation Type prompt appear, and choose which accommodation type will be selected by default: Open or Reservation. If you select None, the prompt will not appear at all.  See Chapter 10: Attendee Accommodations, Add Accommodation Arrangements for Attendees.
Click to expand/collapse textTravel
1.If you have the Travel & Accommodations module, you may later create Travel Reservations.  You can enter Pickup Information for a travel reservation (if, for example, a person must be picked up from the airport or station).  When you select the company that is responsible for pickup, you can have one of the company's phone numbers default into the Pickup Phone Number field.  Here, in the Default pickup phone # position field, enter the number corresponding with the company phone number you want to use by default - 1, 2, 3 or 4 (representing Phone 1, Phone 2, Phone 3, or Phone 4).  For more information, refer to Chapter 9: Attendee Travel, Create Travel Arrangements for Attendees.
Click to expand/collapse textRegistrations
1.Overbooked Dialog: If there are Overbooked Functions in an event (i.e. functions with more attendees registered than the set maximum number), these functions will appear in the Overbooked Functions dialog. You can choose the circumstances under which this dialog appears: Always (every time you save a registration, if there are overbooked functions), Prompt (a prompt will appear if there are overbooked functions, and you can choose to view the dialog), or Never (the dialog will never appear, even if there are overbooked functions). Chapter 8: Manage Attendees, Register Attendees: Add Registration to Single Attendee.

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2.Check Attendance on Registration Save: When you save an attendee registration, you have the option to have EventPro Planner check the attendance of each function to see if any functions have been overbooked.  If you select this checkbox, EventPro Planner will check the attendance for each function, and a prompt will appear for every overbooked function.  See Chapter 8: Manage Attendees, Register Attendees: Add Registration to Single Attendee.
3.Expand Registration Groups by Default: When registering attendees, the Registration Item Selection window displays the applicable registration groups with functions listed underneath. You can expand and collapse the registration groups by using the +/- toggle.  If you want the registration groups to be expanded by default, select this checkbox. See Chapter 8: Manage Attendees, Register Attendees: Add Registration to Single Attendee.