Capture Attendee Details

The essential step to capture attendee details against orders is to configure the Catalogue Item. When creating a product, you need to select the eCommerce icon in the action bar of the Product Detail screen. This will create an associated Catalogue Item to the product.

Once you have created the Catalogue Item, review the following fields to configure Attendee Details.

Under the Attendee Details panel:

Assign Purchaser As Attendee

Select to assign the purchaser as an attendee of the event by default, only their First Name, Last Name and Email will be captured. They will still be able to access 'My Account' to add additional details.

Capture Attendee Details

There are three options to choose from this dropdown menu:

• By Quantity Purchased. Select this option if you want the number of attendees to match the purchased quantity

• By Quantity Specified. Select this option if you want to specify an exact number of attendees per item purchased. e.g. two seats per item purchased.

• Unlimited. Select this option if you want to have unlimited seats per item purchased.

Number Of Attendees

If you selected By Quantity Specified, you also need to fill in this field with the number of attendees to assign for each item purchased.

Capture Additional Details

You can select additional information you wish to capture of the attendee. Use Ctrl / Cmd-Click to select multiple options

• Job Title
• Company Name
• Business Phone
• Mobile Phone
• Special Dietary Needs
• Disability Requirements

Custom Fields

In addition to the pre-defined information being captured, you can also request three further pieces of information via the Custom Fields.You might need to request some information of the customer's preferences or use this opportunity to ask some marketing questions.Type in the information / questions you wish to capture.

Add to Contact List

Select the Contact List(s) you wish to push the attendee details to, useful for sending further event details to and to use with message campaigns and other marketing activities. [Note: Attendees need to be converted to Contacts before being pushed to the Contact List].

Note

Please note you will need to configure the other aspects of the Catalogue Item, Payment Gateway and Store Profile in order to enable the Commerce module. This is not covered in this guide. Please check the related help guides for this.

In the Store Profile, you can select who will receive a notification once an attendee has been submitted against an Order.

Under the Main panel on the Store Profile, go to Attendee Assigned Notifications. This will display a list of users with Sales Administration System Security. Select the Users who will receive the notification once an attendee has been submitted by the customer. You can select multiple Users using Ctrl / Cmd-Click.

Notes:

This guide doesn't cover the full setup of the Store Profile. Please review the related help guides to get further information on the Store Profile and Commerce module.

In the Checkout Profile, you need to craft a message to let the customer know that they need to Assign Attendees to their order.

Go to the Assign Attendees Message field. Type in a message include the placeholder [_Assign_Attendees_] within the message to link to the Assign Attendees screen.

Example message:

Thank you for your order. You have items that require you to assign attendee(s) to your event. Click the following link: [_Assign_Attendees_] to add those details. Please note that if you are attending yourself, you'll need to be added to this list too.

Note:

In some cases, an admin staff or HR could be purchasing places / seats on behalf of their colleagues, so if the purchaser is also the attendee to the event, they will need to provide their attendee details and assign themselves a place as they are not automatically assigned as an attendee. 

Once an order has been place, the customer will be able to click on a link on the acknowledgement screen to assign attendees. There are also links on the customer's My Account > Order and My Account > Events screens. Clicking on the Assign Attendees link will take the user to the Add Attendee form.

This form displays the following information:

• Order Number
• Date Purchased
• Number of attendees that can be assigned to that order
• Attendees already assigned
• Form fields to add a new attendee. This will include all the fields selected on the Catalogue Item including the custom fields set.

There are 3 ways to add an attendee to your CRM

• Via the Attendees screen
• Accessing the customer's Contact record
• Using the Attendee Import

Adding attendees via the Attendees screen

On the Attendees screen, clicke the 'Add' button and fill in the Attendee Form

Catalogue Item

Select the Catalogue Item to assign this attendee. This can be used for Non-paying attendees or external paying customers where there is no associated Order Number

Order Line Item

Select the order number to assign this attendee to. Please ensure there are available seats on this order.

Attendee Type

Select the attendee type, specifying whether they are paying or non-paying, and whether they are external users. This type of attendee is usually managed through the Attendee Import process, which supports the inclusion of individuals registered via external platforms or granted complimentary access, such as speakers or sponsors.

Attendee Contact

Use the field to select the Contact record help in the CRM. This will populate the following fields where there is data stored against the user.

• First Name
• Last Name
• Email
• Job Title
• Company
• Business Phone
• Mobile Phone
• Special Dietary Needs
• Disability Requirements
• Custom 1
• Custom 2
• Custom 3
• Attendee Notes

Adding attendees via the customer's Contact record

Administrators (with Sales Administration System Security Right) can assign attendees on behalf of the customer. 

When viewing a Contact's record, you can access their My Account screen by clicking the View Account tab. Then under the appropriate Order, click Assign Attendee and fill in the Assign Attendee form.

For bulk assigning users to an event, the Attendee Import can be used. 

First navigate to the Attendee Import screen, click the help button and download the sample import spreadsheet. This template outlines the required columns and format for your import file. Fill in the spreadsheet with the necessary attendee details.

Next, upload the file and provide a Batch Reference for tracking purposes.

The import will be processed as a Scheduled Task. Once complete you will receive an email notification confirming a successful import or detailing any errors encountered.

Spreadsheet Columns

• FirstName [required]
• LastName[required]
• Email [required]
• ContactType
• JobTitle
• CompanyName
• BusinessPhone
• MobilePhone
• TownCity
• Country
• SpecialDietaryNeeds
• DisabilityRequirements
• CustomLabel1 [this must match the equivalent label on the Catalogue Item]
• CustomField1
• CustomLabel2 [this must match the equivalent label on the Catalogue Item]
• CustomField2
• CustomLabel3 [this must match the equivalent label on the Catalogue Item]
• CustomField3
• AttendeeNotes
• CatalogueItem
• CatalogueID
• OrderNumber
• AttendeeType

AttendeeTypes Options

Enter one of the following four attendee options to identify the type of attendee. Note: Paying attendees must be assigned to an OrderNumber, NonPaying attendees must be assigned ot a CatalogueItem or CatalogueID. External attendees are classified as individuals registered via external platforms or granted complimentary access, such as speakers or sponsors.

• Paying
• NonPaying
• ExternalPaying
• ExternalNonPaying

There is also a comprehensive guide specifically to help you import attendees here:

• Attendee Import Guide

To manage attendees that have been added by customers, go to the Attendees control screen. This enables you to view all the attendees submitted. If they are not yet contacts in the CRM, it is important at this stage to convert them into Contacts where their activity will be tracked and you can use the full range of marketing automation and message campaign tools within Affino to engage with those attendees.

The Attendees screen enable you to:

• Add / Edit assigned attendee details
• Access the Order
• Create Contacts from assigned attendees
• Merge attendees to existing Contacts
• Search attendees
• Export results

Search filters

There are a wide range of filters for you search, find and manage attendees including:

• Store Profile
• Product Line
• Catalogue Item
• Customer
• Account
• Order No.
• Payment Status
• Attendee Name
• Attendee Email
• Attendee Company
• Attendee Type
• Attendee Town / City
• Attendee Country
• Exclude Cancelled
• Order Date From / To
• Event Credits
• Un-assigned
• Order Topics

Creating Contacts

Affino attempts to match attendees submitted to Contacts that exist in the CRM via their email address.

If an attendee doesn't have a matching record, you will see a Create Contact button which creates a Contact of Non-member type. Once created, you can manage the contact within the CRM as normal. This will also add the user to the Contact List assigned on the Catalogue Item.

Merging Attendees

If a match is found of the attendee's email address to an existing contact, you can merge the details. Click the Merge Contact button. This will take you to the Merge Contact screen.

From the Merge Contact screen, select the attendee fields you wish to merge with the Contact. Then click the Merge button. Once merged, this will add the Contact to the Contact List assigned on the Catalogue Item.

Each set of results from the Attendees control screen can be exported to a xlsx file. This is an additional facility to the User Export to make it easier to gather a list of attendees per event or course.

Simply filter by one of the following search criteria and click the 'Export' button

Search filters

• Store Profile
• Product Line
• Catalogue Item
• Customer
• Account
• Order No.
• Payment Status
• Attendee Name
• Attendee Email
• Attendee Company
• Attendee Type
• Attendee Town / City
• Attendee Country
• Exclude Cancelled
• Order Date From / To
• Event Credits
• Un-assigned
• Order Topics

Export Columns

• FirstName
• LastName
• Email
• ContactType
• JobTitle
• CompanyName
• BusinessPhone
• MobilePhone
• TownCity
• Country
• SpecialDietaryNeeds
• DisabilityRequirements
• CustomLabel1
• CustomField1
• CustomLabel2
• CustomField2
• CustomLabel3
• CustomField3
• AttendeeNotes
• DateAdded
• CustomerFirstName
• CustomerLastName
• CustomerEmail
• CustomerTelephone
• CustomerAccount
• CatalogueItem
• CatalogueID
• OrderNumber
• AttendeeType
• OrderDate
• CurrencyCode
• LineTotal
• PaymentMethod
• PaymentStatus
• OrderTopics
• EventCreditsYN
• Demographic_Details

You can include a contact's demographic details (custom fields) in the Attendee Export if you have set these up on the Demographic Profile:

Navigate to the Demographic Profile view screen and scroll to the bottom.

Edit the form fields you wish to include in the Attendee Import

Tick the Include In Attendee Export setting for these fields to be included.

When importing attendees, you are asked to enter a Batch Reference. This means that it is possible to delete this batch of users easily. Simply navigate to the Attendee Batch Delete screen and select the Batch Reference you wish to remove.

Additional Information

• Ensure you are using a responsive skin on the My Account channel otherwise the Assign Attendees links will not appear.