Event Registration Documents
There are 3 documentation options available when registering someone for an event.
- Event Attendance Invoice - sent to the person making the booking, only when there are fees for the event.
- Event Booking Confirmation - sent to the person making a booking with details of all registrants.
- Event Registration Confirmation. This optional form is sent to each registrant, confirming their registration and is configured specifically for any event that requires it.
These documents will be sent as follows:
- The "Invoice" document may be sent to the person making the booking if there are costs associated with any of the registrations that they make. This document is designed using the forms editor and is available to be designed along with all of the other financial forms in the "Doc. Templates" area on the Process Navigator page. This document may be disabled from automatically sending by setting the documentation sending options described below.
- The "Booking Confirmation" may be sent to the person making the booking for the registered persons. This document design can be edited from the "Event Central Options" menu item in event management. This document may be disabled from automatically sending by setting the documentation sending options described below.
- The "Event Registration Confirmation" option is an optional communications email that resides in the communications center and may be assigned for individual events as desired. This communication goes out to all registrants of the event and Communications items used for this purpose must use the recipient group “Event Registrants” or a custom similar group based on the “Event Registration Administration” schema.
Documentation Sending Options
The Invoice and Booking Confirmation documents may be disabled from automatically sending for any of the event categories defined in Reference Data using the options shown below:
When documentation is disabled for an event category, registrations for events that have that category designated as their "Primary Category" will no longer cause the specified document type to be auto-sent.
The options to send or not send documents for an individual registration still will always appear on the internal registrations screen but will default to "Do Not Send" for events that meet the category criteria. Additionally, the individual documentation send options on the event registrations and invoice tabs will still be available for individual sending.
Information Collection Options
You may configure a survey form on the registration setup page for any event. This survey form is then presented to the booking person when booking from the event information page, allowing collection of one set of information for each registrant for the event.
You may also send out a link to each registrant in the registration confirmation email to request them to complete the survey form for their own participation.
Finally, you can set up a registration "nag" reminder in the communications center to have the system send a completion request to each registrant that has not completed their form.
If you wish to collect information from the booking person - instead of from each registrant - you must set up a daily automated post-booking email to the booking person using the Event Bookings, Communications & Financials schema. Simply set it to run each day to those that have registered with re-sending options set to "never" and the criteria specifying which survey form to use.
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