How to Gather Missing Names for Registrants/Guests

It is not uncommon, especially for ticketed fundraising events, to not require names during the registration process. Setting an event up where names are not required allows people to pay for their tickets despite not having all their guest names at that time. This scenario is also very common when managing event sponsor comp/guest names. The process outlined below offers a tool to send an email to the booking person providing a custom link. The web page at this link provides a listing of all registrations for the specified event, named and unnamed, so the booking person may complete the missing information.

Step 1: System Check for Comms Item

Go to Communications > Event Registration Communications (or similar named category) > and check for a Communications Item named Please Supply Missing Names/Emails.

If this item is not in your system, send an email request to [e-mail] for the following:

1. Communications Item for Missing Guest Names
2. Portal Page for Missing Guest Names

If the Communication Item already exists in the system you will use the link format below to create your button link:

https://ORG_ID.gnosishosting.net/Events/Register/RegistrationNames«AutoLoginParams»&BKID=«Bookings.Booking_ID»

Step 2: Edit Email Content

Copy the Communications Item, including the recipient group, and edit the email body, sender details, and footer.

You will see a note in the email body as a reminder to obtain the necessary link (format provided above). After updating the link button, this reminder should be removed from the email body.

NOTE: The recipient group for this item will prompt you for the EVID upon each use and will only be sent to persons with existing bookings to this EVID who currently have unnamed guests in their booking.

You can create a custom email for special events or you can reuse a standard email design for all events. If you wish to use standard email for all events, you will fill the [EVENT NAME] placeholder with the Event Name merge field from the Available Field Picker.

Reminders

Be sure to test this email before sending to confirm you have applied the proper link. To test, you will need to provide a valid EVID which currently has bookings with unnamed guests.

You can resend this email as often as necessary to obtain the missing information. Like all Gnosis emails, each time you send it, the system will query your data for updated information - meaning anyone who has completed their guest names will not receive the email again.

This Gnosis email is set up to also allowing sending to one person directly from their record, as long as they fit the criteria of having booking for the EVID provided which currently has unnamed guests.