Managing Comp Tickets/Registrations

This article describes the event setup and registration processes for managing comp registrations as part of event sponsor terms - i.e.: "Company ABC receives 10 comp registrations for its sponsorship of an event".

Setting up Comp Registration Categories

This setup allows the comp categories to be registerable within the Gnosis app but will not be visible for online registration.

1. Open any Gnosis person record and go to the General Attributes
2. Confirm the General Attributes tab has a checkbox attribute named Allowed to Comp Tickets/Reg, or named something similar. If you do not have an Allowed to Comp attribute available, your system administrator can create a new Person Attribute under the Roles category.
3. In Event Management, go the Registration Setup page of the event.
4. Add one or more comp registration category(s) in addition to the standard registration category(s) for the event and complete the following settings:

Category: *Select Comp from the dropdown list.

Cat. Desc.: Add additional comp text if needing to track the type of comp registration.

Memb. Cat.: ONLY check Allowed to Comp Tickets/Reg; DO NOT CHECK any other value in the list.

Enab.: Keep this box checked in order to register comps in the Gnosis app.

Early Bird/Pre-Event/At Door/G&S Val: All ticket values will generally be $0.00.

 

 *If you do not have a Comp option in the Reg. Category list, a Gnosis Admin User can add one to the Event Registration Category list in Reference Data Management. You will need to close and reopen Event Management after making changes in Reference Data Management.

Registering Comp Guests

When registering comp guests, it's likely you will want to identify on the event roster the sponsor name responsible for the guest/comp names. Follow the steps below to achieve this.

1. Ensure your sponsorship contact has a personal record and is linked to the organization record of the sponsor.
2. At registration screen in the Gnosis app, search for the sponsorship contact for Booking Person Selection; do not search for the comp guest name at this time.
3. Select the number of Comp registrations to enter, click Next Step.
4. Enter First Name, Last Name and email for the comp guests. If a record doesn't yet exist for these individuals new records will be created; if the data matches an existing record the registration will be applied to the existing record, click Next Step.
5. The final screen will display that there is no charge for the comp registration(s) and you will have 3 communication-related checkboxes before clicking Next Step:
   • Send Booking Confirmation Email - If checked the standard booking email will be sent to the sponsorship contact person.
   • Send Registration Confirmation Email(s) - If checked and if a registration email exists for this event, the email will be sent to all registrants with an email address.
   • Send Invoice Email - With a comp registration having no registration fee, there is no invoice created for this registration; there is no invoice to be sent.

Notes on using this process:

If using a standard Event Bookings, Registrations & Financials report, the Booking Person Name, and Booking Person-Organization should already be included in the output, easily identifying the sponsor contact and company name responsible for all comp and paid registrations. These two fields could also be added to other custom reports if necessary.

The event bookings will be listed on the Event Registrations tab of the sponsor contact.

Each guest record will show the registration on the Event Registration tab as being booked by the sponsor contact.

If Names Required is not checked in the event registration settings, you may choose to register all unnamed comps under the sponsor contact at any time and simply add the guest names to the booking as you receive them.  To do this:

1. Go to the Event Registrations tab of the sponsor contact to locate the Booking Only line item for the event (it will say booking only if the contact themselves is not registered).
2. Click the down arrow at the end of this line to raise a small pop-up and select Add/View Registrant Names.
3. The screen will display the unnamed guest lines to add/save the name and email data.

Coming Soon!

Gnosis Development plans include the expansion of event sponsor management functionality like comp codes and ticket discounts as well as more options for comp management.