Managing individual events

Event registration options and program items can only be deleted if there were never any registrations recorded for them; this includes if someone was registered and then their registration was cancelled. Even if the registration was cancelled, the registration option or program item cannot be deleted.

Note: If you need to delete a registration option or program item that does contain or once contained registrations, you can instead update the settings to be for staff use only. See Adding program items to an event or Defining event pricing and registration options.

Deleting a registration option

To delete an event registration option, do the following:

1. Go to Events > Find events.
2. Open the desired event and clickEditon the Showcase tab.
3. From the Pricing tab, locate the registration option you wish to remove.
4. Click the Delete link.
5. Click OK when prompted to confirm deletion.

Deleting a program item

To delete an event program item, do the following:

1. Go to Events > Find events.
2. Open the desired event you wish to modify.
3. On the Showcase tab, in the Program section, find the program item to be deleted.
4. Select the program item link to open it.
5. From the drop-down, select Delete.
6. Click OK when prompted to confirm deletion.

The Generate Invoices button enables staff users to generate official invoices for events. The invoices can then be sent to the Bill To contact for each registration.

When you click Generate Invoices, a new window is displayed. This window has a Registrations with an outstanding balance only option that is enabled by default. This functionality is restricted to staff users with an Event: 2 module authorization level. Registrations can only be invoiced once the batch containing the registration has been posted.

The generated invoices are assigned invoice numbers if they do not already have them, and orders are updated with an invoice number. If the Registrations with an outstanding balance only option is enabled, then invoices for registrations with no outstanding balance are not assigned an invoice number. The invoice date is updated to the date you generate the invoice.

On this new window, when you click Generate Invoices, a message is displayed either indicating the number of invoices generated or that no registrants were available to invoice.

Click View invoices. A new window is displayed that shows all invoices for the event. Staff users can review invoice information for the specific event.o

The Run Reports button displays several event-specific reports that can be immediately run. The following is a list of the available reports:

Print badges

Displays a report containing registrant badge information. The badges display the full name, informal name, title, organization, city, state/province, and country of each registrant. This report is configured to print badges on Avery 5392 badge stock. To configure the Print Badges report results, you can adjust the following parameters:

• EventCode: The unique event identification code determined during your initial event set up.
• (optional) First Name begins with: Enter a first name to display badges only for people with that name.
• (optional) Last Name begins with: Enter a last name to display badges only for people with that name.
• Include Guests: Select Yes or No from the drop-down list. If you select Yes, guests are grouped together with the primary registrant and their badge will display only their name and a note that they are a guest of their primary registrant.
• PDF and Excel icons: Select an icon to export the report as the designated file type.

Note: You must export a report as a PDF in order to preserve the Avery 5392 formatting for printing.

Print confirmations

Prints event confirmation notices for the selected event, including line item prices and amount due. To configure the Print confirmations report results, you can adjust the following parameters:

• Display Organization Logo: Select Yes or No from the drop-down. If you select Yes, the organization’s logo will be included on the report.
• Display Organization Name: Select Yes or No from the drop-down. If you select Yes, the organization’s name will be included on the report.
• (optional) Registrant ID: Enter the ID of an event registrant to display a confirmation for that individual.

Note: You must export a report as a PDF in order to preserve formatting for printing.

Registrant directory

Displays a report that lists all event registrants and their information. To configure the Registration Directory report results, you can adjust the following parameters:

• Event: The name of the event.
• Include Cancelled: Select Yes or No from the drop-down list. If you select Yes, cancelled registrations are included in the report and are distinguished by an asterisk (*).
• Include Guests: Select Yes or No from the drop-down list. If you select Yes, guests are grouped together with the primary registrant and their badge will display only their name and a note that they are a guest of their primary registrant.
• Include Email: Select Yes or No from the drop-down list.
• Include Full Address: Select Yes or No from the drop-down list.
• Include Phone: Select Yes or No from the drop-down list.
  
• PDF and Excel icons: Select an icon to export the report as the designated file type.

Note: You must export a report as a PDF in order to preserve formatting for printing.

Registration option registrants

Displays a list of registrants and the organizations they belong to for each registration option. To configure the Registration Option Registrants report results, you can adjust the following parameters:

• (optional) Report Title: Enter a descriptive title for your report.
• Event: The name of the event.
• Show Registrants for: Select either Registration Options or Program Items in order to display the registrants that are listed for each option.
• Include Cancelled: Select Yes or No from the drop-down list. If you select Yes, cancelled registrations are included in the report and are distinguished by an asterisk (*).
• Include Wait List: Select Yes or No from the drop-down list. If you select Yes, guests are grouped together with the primary registrant and their badge will display only their name and a note that they are a guest of their primary registrant.
• PDF and Excel icons: Select an icon to export the report as the designated file type.

Note: You must export a report as a PDF in order to preserve formatting for printing.

Program item registrants

Displays a list of registrants and the organizations they belong to for each program item. To configure the Program Item Registrants report results, you can adjust the following parameters:

• (optional) Report Title: Enter a descriptive title for your report.
• Event: The name of the event.
• Show Registrants for: Select either Registration Options or Program Items in order to display the registrants that are listed for each option.
• Include Cancelled: Select Yes or No from the drop-down list. If you select Yes, cancelled registrations are included in the report and are distinguished by an asterisk (*).
• Include Wait List: Select Yes or No from the drop-down list. If you select Yes, guests are grouped together with the primary registrant and their badge will display only their name and a note that they are a guest of their primary registrant.
• PDF and Excel icons: Select an icon to export the report as the designated file type.

Note: You must export a report as a PDF in order to preserve formatting for printing.

Print certificates

Prints certificates of completion for each attendee of the selected event. To configure the Event certificates report results, you can adjust the following parameters:

• (optional) ID: Enter the name of the event.
• (optional) Title: Enter a descriptive title for the type of certificate: for example, a Certificate of Completion.
• (optional) Completion Text: Enter the completion text.
• Display Event Name: Select Yes or No from the drop-down. If you select Yes, the event name will be included on the report.
• Display Event Dates: Select Yes or No from the drop-down. If you select Yes, the date of the event will be included on the report.
• Include Financial Entity Logo: Select Yes or No from the drop-down. If you select Yes, the logo of the Financial Entity will be included on the report.

Note: The Include Financial Entity Logo parameter uses the logo of the Financial entity for the selected event, if there is one defined. If there is no Financial Entity defined for the event, the logo parameter uses the Meetings entity. If there is no entity defined for Meetings, the entity defined as the default Financial Entity for the system will be used.

Note: You must export a report as a PDF in order to preserve the formatting for printing.

Planning report

Displays a summary of the event definition, with an option to include function summaries. The function summaries display time, date, and attendance information, as well as the space, resource, speaker, and staff requirements defined in the function Plan.

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See Specifying resources for an event for more information.

Note: You must export a report as a PDF in order to preserve the formatting for printing.

Weeks out report

Displays the number of registrants for the selected event by the number of weeks prior to the event’s begin date. Select an Event from the drop-down to display registrant information.

Note: You must export a report as a PDF in order to preserve the formatting for printing.

View invoices

Displays a query menu that allows you to view results of event-specific invoices. These results can be refined by choosing All invoices or Open invoices from the Select a query drop-down.The following parameters are also available:

• Generated on between: Enter a date range
• Invoice number: Enter a value for invoice number
• Registrant name contains: Enter a value for the registrant name
• Registrant ID: Enter a value for ID of the event registrant
• Bill to name contains: Enter the Bill to name for the event registration

Query results can be exported in the following file formats: Word, Excel, PDF, CSV and XML.

An Event Invoice report, which includes all the invoices for the selected event, can then be printed using the Print All Invoices button. This report can be exported as a PDF or Excel file.

Note: The EventPrintInvoices shortcut can be modified to change what report prints when using the Print All Invoices button by changing where the shortcut points.

Note: Event questions can be reported on using the FormDefinitionFieldData and FormFieldResponseData business objects.

This button displays when Print Tickets is enabled for at least one registration option or program item of the event. When Print Tickets is enabled, you are able to print tickets With badges or Without badges for registrants of the program items and/or registration options. There are separate pages for each registrant.

See Setting up event speaker details.

You can join certain invoice business objects with CsEvents to provide detailed invoice information to your specific event dashboards.

Example: You want to know how many registrants for the annual conference have a balance due. To do this, you must create a query and add it to the specific event dashboard.

Creating the query

To create the query, do the following:

1. Go to RiSE > Intelligent Query Architect > New > Query.
2. Enter a Name, such as Event registration with balance.
3. (Sources tab) Select All sources and add CsEvent and EventInvoice.
4. From the Relations area, add the following join:
   • CsEvent.Event Code = EventInvoice.Event Code
5. (Filters tab) Add the following filters:

   Table: Properties

   Property	Function	Comparison	Multiple	Value		In Search?
   EventInvoice.Balance	None	Greater Equal		Constant	0
   EventInvoice.Event Title	None					Required

6. (Display tab) Add the following properties:
   • [CsEvent] Event Code
   • [EventInvoice] Balance
   • [EventInvoice] Bill To ID
   • [EventInvoice] Invoice Number
   • [EventInvoice] Registrant Full Name
7. Save and Run the query.

Adding the query to an event dashboard

To add the query to the event dashboard, do the following:

1. Go to RiSE > Page Builder > Manage content.
2. Go to @/iCore/Staff_Dashboards/Specific_Event and Copy the Event Detail and Event Dashboard content records.
3. Paste the records into a Shared content folder.
4. Open the copied Event Detail record and select Add content.
5. From the Content gallery select the Query Menu shortcut.
6. Select the query you just created in the Source query or folder field, then click OK.



7. Click Save & Pubish.
8. Open the copied Event Dashboard content record:
   1. From the Event Dashboard content item, select Configure.

   

   2. Click the Dashboard tab.
   3. From the Content to display field, select the Event Detail content record previously copied.

   

   4. Click OK, then click Save & Publish.
9. Go to RiSE > Site Builder > Manage shortcuts.
10. Edit the EventDashboard and EventDetail shortcuts to point to the new content records. Click Update.



11. Go to Events > Find event and select any event. From the Dashboard tab, you’ll see the new query.

Staff users can view the registration details of each registrant by selecting the View registration link.

Note: The View registration link is also available on the Participation tab of the account page, under the My upcoming events section.

The View registration link displays the event registration details page, which includes:

• Event name, which is also a link to the event
• Event dates
• Registrant's full name, which is also a link to their account page
• Informal name (if applicable)
• Registrant's organization, title, and address
• Registration status
• Date the registrant registered
• Who registered the registrant
• Total registration price
• Remaining balance
• Bill to name
• Edit Registration button - The Edit Registration button goes to the event Showcase, and allows Staff users to modify the registrant’s event registration details On behalf of the registrant.
• Registration option

The Invoices section details the following:

• Invoice number, which is also a link to the invoice
• Invoice Date
• Bill To contact name, which is also a link to their account page
• Description of the event location and event name
• Amount of invoice
• Balance of invoice

Event confirmations can be printed from the event registration details page by clicking Print Confirmation. This button is displayed for all event registrations. See the Event Registration Confirmation report for more information.

Printing confirmations from the event registration details page will update the Confirmation Sent date. For more on event confirmations, see Issuing event confirmations.

Event registration invoices can be printed from the event registration details page by clicking Print Invoice. This button will only display when an invoice has been created for the registrant.

Note: The EventInvoiceReport shortcut can be used to change what report prints when using the Print Invoice button by modifying where the shortcut points to.

See the Event Invoice report for more information.

Staff users can also view the registrant’s Program item registrations, including the program item name, the quantity, and the start and end date and time for the program item. The registrant’s responses to event questions are also included.

The program item registrations list, and the registrant’s responses to the event questions can be exported and printed.

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Note: Any modification to responses to event-level and function-level questions will not be retained until the cart is submitted.
For example, register for RegOption1 and provide responses to related questions. If we change the registration to RegOption2 and provide responses to related questions for RegOption2 then all responses related to RegOption1 are deleted as the cart is not yet submitted.
Submit the cart for RegOption2 and then view the registration. We can edit and change the responses to related questions from RegOption2 to RegOption1. We can provide responses to related questions for RegOption1 but the answers for RegOption2 will remain in the database until the cart is submitted again.

Use the Response reports to report on the event questions:

• Summary - Answers are displayed in a percentage format for yes/no questions, in a graph format for multiple-choice questions, and as a collapsible list for open-ended response questions.
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Expand each section before exporting the report if you want all data to display in the exported report.

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• Detail - Responses are displayed per question with the registrants full name and organization.
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Event questions can be reported on using the FormDefinitionFieldData and FormFieldResponseData business objects. Do the following to create your own event question report:

1. Create a new query.
2. (Sources tab) Add the following sources:
   • FormDefinitionFieldData
   • FormFieldResponseData
   • NetContactData
   • CsEvent
3. (Sources tab) Relate the sources:
   • FormFieldResponseData.Form Definition Field Id = FormDefinitionFieldData.Form Definition Field Id
   • FormDefinitionFieldData.Form Definition Id = CsEvent.Form Definition Id
   • FormFieldResponseData.Id = NetContactData.Id
4. (Filters tab) Add any desired filters, such as setting the [CsEvent] Event Code property equal to a specific event.
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5. (Display tab) Add the following display properties:
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   • [FormFieldResponseData] Form Definition Field Caption - Alias this property as Question.
   • [FormFieldResponseData] Response
   • [NetContactData] Full Name
6. (Sorting tab) Sort on [NetContactData] First Name, so that all responses for a single contact are grouped together.
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7. Click Save.
8. Click Run.
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