Registering a guest or someone else

There are three different ways to register someone other than yourself.

Table 1: Methods of registering someone else

	Registration	Payment	Example
On behalf of	Staff user assumes identity of one of their contacts Can Add a guest and Register Someone Else while working On behalf of Note: For staff users, this is the preferred way of registering contacts.	Registration will go to the On behalf of contact's cart	The Annual Conference registration deadline is today. Sarah Smith wants to register for the event, but cannot make it to a computer before the event registration closes. Sarah calls a Staff member, and asks if they can register her. The staff user begins working On behalf of Sarah, navigates to the Annual Conference event showcase page, and clicks Register Sarah.
Register Someone Else	Logged-in user can register a contact Is a complete registration (not dependent on who registered them)	Added to the cart of the logged-in user If the primary registrant cancels their registration, the “Register Someone Else” user is not cancelled, too	Amanda is going to the Annual Conference and she wants her friend, Sarah, to go with her. So Amanda navigates to the Annual Conference event showcase page. She doesn’t want Sarah to be excluded from any event programs, so she doesn’t register Sarah as a guest, and instead clicks Register Someone Else.
Add a Guest	Primary registrants can add a guest when they register Limited registration options for guests Guests can’t use Add a guest feature	If the primary registrant cancels their registration, the guest’s registration is cancelled, too	Cindy is registering for the Summer Fun Run. Her best friend, Robby, says he would like to participate in the run, but cannot attend the Celebration Lunch held after the race, and doesn’t want to have to pay for it. Cindy notices the Guest Registration option only includes the Fun Run and is $20 less. So Cindy selects Register Myself, and then selects Add a guest for Robby.

Adding guests to event registrations

If an event is configured to Allow adding guests, you can add a guest to a registration. When you register someone as a guest, their registration is dependent upon the registration of the primary registrant. The primary registrant can be the person you are working On behalf of, an individual registered using Register Someone Else, or yourself. If the primary registrant cancels their registration, all guests’ registrations are cancelled as well. Your guest registrants will appear in the Event-specific dashboard and will be listed with the primary registrant.

You can configure the Customer Type assigned to your newly created guest contacts based on the membership status of the primary registrant. These Customer Types are configured in the system settings in the Staff site at Settings > Organization. See Organization to learn more about configuring customer types.

Staff users have the option to define a registration time range when creating events. If the event is not open for registration, the registration buttons are disabled for non-staff users. When a registration time range is defined, the user will see a message stating when registration begins or ends. The registration time range is based on the system Time zone setting.

Do the following to add a guest to an event registration:

1. Select an event.
2. Click Register Myself or Register Someone Else.
3. Select a Registration Option:
   • If one registration option is defined, that option is automatically selected and will not appear on the event page. Go to the cart to see the option upon checkout.

   

   • If more than one guest registration option is defined, choose the desired option. See Defining event pricing and registration options for further details.

Note: You must select a registration option to make Add a guest available.

4. Click + Add a guest:

   • If you have not previously registered a guest, a Register Guest window is displayed. You must create a contact account for your guest. Only First name and Last name are required, but you can include other values.

   • If you have previously added a guest, a Register Guest window is displayed with the following options:
     • Select an existing contact: Select an existing contact from the drop-down. You can edit some of the contact information for the existing contact, including Informal name, Organization, and Address.
     • Add a new contact.

Note: Add a guest will not appear if there are no defined guest registration options.

5. Complete the guest registration form and click Save & Close.
6. (optional) Answer any event questions, then select the desired program items.

Note: All available program items will display unless the guest registration option has been configured to only show specific program items available to guests. For more information, see Adding program items to an event.

7. Click Check Out & Confirm Registration to complete the registration process.

Note: By default, the primary registrant's information populates the address field for a new contact. If the primary registrant has no default address selected, new guest information will remain blank. You can change or remove your guest's address as needed.

Registering someone else

When you Register Someone Else, Staff and authorized members are able to search for an existing contact to register or add a new contact from a single screen. Staff can also complete bulk registrations using Register Someone Else when they work On behalf of.

Note: It is recommended that staff members use the On behalf of feature and click Register to enroll contacts. This ensures that the registration is linked to the intended contact, not to the staff member. If the same on behalf of registrant needs to register coworkers or company associates along with their own registration, the staff user should select Register Someone Else while still using the On behalf of feature. This maintains the correct association for all registered individuals and ensures no registration is tied to the staff user.

Ensuring Register Someone Else is available to public users

To prevent duplicate contacts and ensure public users can register existing contacts when using Register Someone Else, do one of the following to ensure public users have access to all contacts available for registration:

• (recommended) Enable Permit public users to register existing contacts (Settings > Events > General) to allow public users to register existing contacts they do not have read access to. When enabled, if a public user attempts to add a new contact and a duplicate is detected, the existing contact is selected for registration, and a new contact is not created. For more information, see Settings: Events.
• (not recommended for security purposes) Ensure all contacts from the Register Someone Else query (configured in the Event Display content item) are included in the Authenticated users Contact security query. This grants public users read access to the contact, which is required for duplicate checks unless the Permit public users to register existing contacts setting is enabled.

Table 2: Methods of preventing duplicate contacts when registering someone else

Method	Description	Duplicate check behavior	Recommended?
Permit public users to register existing contacts	Allows public users to register existing contacts they do not have read access to. This setting is configured at Settings > Events > General.	Allows duplicate check for all existing contacts. If a public user attempts to add a new contact and a duplicate is detected, the existing contact is selected for registration, and a new contact is not created.	Yes. More secure: users see existing contacts only when registering someone else, without access to personal information.
Authenticated users access query	Grants public users read access to the contact. Contacts in the Authenticated users access query are visible to all logged-in users throughout iMIS, allowing public users to register these contacts for events.	Allows duplicate check if contacts are included in the query. Duplicate records may still be created for contacts not in the query.	No. Less secure: contacts added to the query are visible to all public users, including personal information.

Review the following scenarios:

Table 3: Duplicate Check Scenarios

Is Permit public users to register existing contacts enabled?	Does the registering contact have read access to the registrant?	Is duplicate check performed?
Yes	No	Yes
Yes	Yes	Yes
No	Yes	Yes
No	No	No

Registering someone else

Example: John Tan is already registered for an event, but he needs to add three of his co-workers to his registration so they are all tied together. The staff user should work on behalf of John Tan, then use the Register Someone Else feature to connect the new registrations to John Tan.

Do the following to register his co-workers:

1. Select an event.
2. Beging working On behalf of John Tan.
3. Click Register Someone Else.

Note: Staff users have the option to define a registration time range when creating events. If an event is not available for registration then the registration buttons are disabled for the general public. When a registration period is defined, notification messages display. The messages inform the user when a registration period begins or ends. The time noted in these messages is populated by the system Time zone setting.

You will have two options:

• Select an existing contact: Select an existing contact from the drop-down. Public users can edit the contact's Informal name, Title, and Organization. Additionally, staff users and company administrators with edit access to the contact can view the addresses on the screen. The drop-down contact list is generated by a system query which returns a list of contacts who belong to the same organization as the registrant ($/EventManagement/DefaultSystem/Queries/Advanced/Event/Registrant Search). To customize this query, see Customizing the register someone else query.
• Add a new contact: Only First name and Last name are required unless you specify that Email, Organization, Phone, or Address are also required by configuring these options in the Event Display content item. This option may be disabled in the Event Display content item. To learn how to edit the Event Display, see Modifying the event-specific console.

Note: iMIS checks for duplicate records when adding a new contact if Permit public users to register existing contacts (Settings > Events > General) is enabled or the registering contact has read access to the existing contact. If a duplicate is found, the existing contact is selected for registration, and the new contacts is not created. However, if Permit public users to register existing contacts is not enabled and the registering contact does not have read access to the identified duplicate contact, a new contact is created. For more information, see Ensuring Register Someone Else is available to public users.

4. Click Save & Close. The registration will appear in the Event Showcase.
5. Continue the registration process as you would for any other event, answering questions and selecting the appropriate registration options and program items as desired. You can also add a guest. The guest registration will appear in the showcase as Full Name Guest of selected registrant.
6. Click Check Out & Confirm Registration to complete the registration process.

Note: You can cancel or edit the registration information of any registrant in your Event Showcase before you checkout. Simply select the registration you would like to edit and click Edit Registrant Name registrant information. Public users can edit the badge information for any registrant, but only staff users and company administrators with edit access to the contact can view the contact’s addresses.

Customizing the register someone else query

By default, Register Someone Else uses this query: $/EventManagement/DefaultSystem/Queries/Advanced/Event/Registrant Search

You can create a custom query to be used when registering someone else. Once your custom query is ready, select Configure on the Event Display content item. From the field IQA query used when registering someone else, select the custom query.

The custom query must include the following:

• Display tab:
  • [CsContactBasic] Full Name
  •  [CsContactBasic] IMIS ID:
    • Order: 1
    • Alias: code_ID
• Filters tab:
  • [CsContactBasic] Full Name:
    • Comparison: Contains
    • In Search?: Optional

Note: Without this filter, the query generated drop-down will only return the first 100 contact records. Adding this filter will also allow users to search on any portion of the full name while searching through all contact records.

Primary and guest registrant relationships

Guest registrants are connected to primary registrants, even if the registrations are cancelled before checkout. The Add a guest registration procedure creates contact relationships through the iMIS relationship module.

These relationships can be edited:

1. Navigate to the primary registrant's profile page.
2. Scroll down to the Relationships section.
3. Select the guest that was registered with the primary registrant. Here you will notice the relationship Role is Event Guest.
4. From the Group member detail window, select edit.
5. Make desired changes, then click Save & Close.