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Add Registrant

Modules>Events>Event Planning>Add Registrant

Add a Registrant to netFORUM to track information about the registrant and their association with an event.

Use the		edit icon to open an edit page for that field.
Use the		add icon to add a new record for that field.
Use the		look up icon to see a list of individuals, click the individual you want to return to the wizard. The fields are populated with the individual's information.

Note: Both The Event and the Individual must be in the netFORUM database before the Individual can be added to an Event as a Registrant.

To add a Registrant, navigate to Modules>Events>Event Planning>Add Registrant. The Individual Event Registration Wizard opens. The Individual Event Registration Wizard has six steps. This topic covers all of the following six steps:

1. Step 1: Registrant
2. Step 2: Fees
3. Step 3: Guest
4. Step 4: Products
5. Step 5: Demographics/Housing
6. Step 6: Review/Payment

Step 1:Registrant

The Registrant form consists of two sections: Registrant and Badge.

Fill in the fields as described in the tables below. When you are done filling in the fields, click the Next button.

Registrant Section

Field Name	Required	Description
event	Required	Select an Event from the drop-down list. Start date and end date automatically appear.
individual's name	Required	Type the first few letters of the Individual's last name to get a list of matches, click the individual you want. Or click the look up icon.
organization	Optional	Select an organization from the drop-down list. Only organizations that the individual is a member of show up in the list.
address	Required	The address populates when you enter an individual's name.
phone	Optional	The phone populates when you enter an individual's name.
email	Optional	The email populates when you enter an individual's name.
url	Optional	The url populates when you enter an individual's name.
comm method	Optional	The communication method populates when you enter an individual's name.
source code	Optional	Type the first few letters of the source code to get a list of matches, click the individual you want. Or click the look up icon.

Badge Section

Step 2: Fees

1. Click the check box beside the product you want. A product can be merchandise or event registration.
2. Click the total button to see the total price for all products you have selected.
3. Click the Back button to return to Step 1: Registrant . Click the Next button to save your changes and proceed to the Registrant Agenda. Click the Skip to Agenda button to skip to the Registrant Agenda.

Registrant Agenda

The Registrant Agenda page gives you a chance to review event, registrant, and guests information. If you need to correct any of the information you see, click the Back button to return to Step 2: Fees. If the information is correct, click the Next button to move on to Step 3: Guest. If the information in correct and complete, click the Review Registration button to skip to Step 6: Review/Payment.

Step 3: Guest

1. Fill in the Guest Registrant Info fields as described in the table below.

Field	Required	Description
badge name	Required	Enter the guest's first name.
org name	Optional	Enter the name of the organization that the guest is a part of.
title	Optional	Enter the guest's title.
city	Optional	Enter the guest's home city.
country	Optional	Enter the guest's home country.
state	Optional	Enter the guest's home state.
guest reg type	Required	Selecting a registrant type could alter what Event Fees, Tracks, and Sessions will display due to specific Price Attributes.
reg date	Required	The reg date defaults to today's date.

2. In the Event Fees, Tracks, and Sessions sections, click the check box beside the event for which the Guest would like to register.
3. Click the total button to see the total price for all products you have selected.
4. Click the Back button to return to Step 2: Fees. Click the Save Guest button to save the guest information and return to Step 3: Guest. Click the Next button to move on to Step 6: Review/Payment.

Step 4: Products

Note: Before you can even access this step, you have to link a product to your Event. Go to the More... group item and click Find Event Products. The group items reload and Add Event Product appears. Click the Add Event Product link. The Add - Events Products page opens. Choose an existing event, enter an existing product name, and click the Save button.

The Products page is divided into three sections: Registrant Information, Product Search, and Products list.

Registrant Information

The Registrant Information section contains all pre-populated information such as the Event name, registrant, reg type, start date, and end date.

Product Search

1. Fill in one or more of the fields described in the table below to search for the product you want to add to the registration.

   Field Name	Required	Description
   product type	Required	Select a product type from the drop-down list. The product type you choose determines what options are available in product category.
   product category	Optional	Select a product category from the drop-down list.
   related products?	Optional	Click this check box to see related products.
   product code	Optional	Enter the product code to find the exact product you are looking for.
   product name	Optional	Enter the product display name to find the exact product you are looking for.
   quantity	Optional	Enter the number of products you want.

2. Click the Search button. A list of matching products appears in the Products List section.

Products List

At first, the Products section displays a list of all products available. Once you click the Search button in the Product Search section, netFORUM displays only the products that match your search criteria. The search criteria includes the fields you choose in the Product Search section.

To add a product to the registration, use the following steps:

1. Select one or more products from the list. Click the check box beside the product to select it. To see more columns of information about the products listed, such as Price and Available Quantity, scroll to the right.
2. Click the total button to see a total price for all the products you have selected.
3. Click the Back button to return to Step 3: Guest without saving your changes. Click the Next button to move on to Step 5: Housing.

Step 5: Demographics/Housing

1. Enter ADA & Special Dietary Needs in the text box provided.
2. Fill in the Housing Room Request information as described in the table below:

   Field Name	Required	Description
   hotel name	Optional	Enter the first hotel name.
   hotel 2	Optional	Enter the second hotel name.
   hotel 3	Optional	Enter the third hotel name.
   check in	Optional	Click to select the check in date or enter the date in mm/dd/yy format.
   check out	Optional	Click to select the check out date or enter the date in mm/dd/yy format.
   room type	Optional	Select the room type from the drop-down list.
   smoking?	Optional	Click this check box if the registrant needs a smoking room.

3. Click the Back button to lose your changes and return to Step 3: Guest. Click the Save for later button to save your changes and remain on the Housing page. Click the Next button to move on to Step 6: Review/Payment.

Step 6: Review/Payment

Review Page

1. Fill in the Bill to Information as described in the table below:

   Field	Required	Description
   Bill To	Optional	Click this drop-down list to see the full billing address of the organization
   contact	Optional	This is the name of the contact person from the organization profile
   address	Optional	Click the drop-down list to select an address. Click the edit button to open the Organization Address window. Click the add button to open the Organization Address window.
   comm pref	Optional	Click the drop-down list to select a communication preference.

2. Fill in the Ship To Information fields as described in the table below.

   Field	Required	Description
   Ship to	Optional	Click this drop-down list to see the full shipping address of the organization
   address	Optional	Click the drop-down list to select an address. Click the edit button to open the Organization Address window. Click the add button to open the Organization Address window.
   comm pref	Optional	Click the drop-down list to select a communication preference.
   source code	Optional	a code that represents where or how you initiated the relationship with that Individual
   media code	Optional	a code used to track how something (usually an invoice or payment) arrives at or is received by the Association

3. Check the Line Items section for accuracy.
• Click the Complementary Products drop-down for a list of complementary products that you can add to the Line Items
• Click the Additional Items drop-down for a list of other actions you can perform such as the following:
  • add discount
  • add shipping
  • edit discount
  • apply discount program
• Click the delete icon beside an item to delete that item.
• Click the edit icon to open the Edit Line Item window. You can also use the Edit feature to apply a discount to a single line item.
• Click the Event name link to see the event picture and details.
• Click the net credit link to open the Apply Credit window.

4. Click the Back button to return to Step 2: Fees. Click the Next button to go to the Payment Page.

Payment Page

1. Verify and edit the information in the Invoice/Order Information section. Verify the name, total, credit applied, payment, and balance due. Edit the fields described in the table below:

   Field Name	Required	Description
   confirmation: send by email	Optional	Click this check box to send the order confirmation by email.
   confirmation: send by fax	Optional	Click this check box to send the order confirmation by fax.
   bcc confirmation email	Optional	Enter the email address you would like to blind cc on the invoice confirmation email.
   auto distribute payment?	Optional	TBD
   group items	Optional	TBD
   description	Required	Invoice group description

2. Edit the fields in the Invoice and Payment Information section as described in the table below. Depending on the type that you choose, you may see some or all of the fields listed in the table below.

   Field Name	Required	Description
   batch: make default?
   batch: drop down	Required	Select an existing batch form the drop-down list or add a new batch by clicking the add icon.
   po number	Optional	Enter a po number. Enter up to 50 characters, numbers or letters.
   type	Required	Select the type of payment from the drop-down list. Depending on what type you select, you will see some or all of the fields below.
   transaction date	Required	Enter or select a date for the transaction.
   payment method	Required	Select a payment method from the drop-down list. Depending on what payment method you select, you see some of the fields in the table in step 3.
   # of installments	Required	Enter the number of installments necessary to complete the payment.
   frequency	Required	Select the frequency of the payment installments.
   proforma?	Optional	Click this check box if the payment is proforma.
   invoice terms	Required	Select the invoice terms from the drop-down list.
   first payment date	Optional	Enter or select the first payment date for installment payments. To enter a Verbal pledge with no payment information, set the first invoice / payment date in the future.
   notes	Optional	Click the notes icon to open the Invoice Notes page. On the Invoice Notes page, you can enter internal notes for users of iWeb and external notes for users of eWeb.

3. Fill in the fields in the payment method pane as described in the table below. Depending on the payment method you choose, you see some of the following fields but never all of them.

   Payment Method	Field Name	Required	Description
   cash	reference number	Optional	Enter an optional tracking number for cash payments.
   check / TeleCheck	name on check	Required	Enter the full name on the check.
   check / TeleCheck	check number	Required	Enter the number on the check.
   TeleCheck	account number	Required	Enter the checking account number.
   TeleCheck	routing number	Required	Enter the nine-digit routing number.
   credit	cardholder's name	Required	Enter the full name on the card.
   credit	card number	Required	Enter the full credit card number.
   credit	expiration date	Required	Select an expiration date.
   credit	CVV	Optional	Enter the credit card security code from the back of the card.
   credit / TeleCheck	cc/check street address	Optional	Check the existing address.
   credit / TeleCheck	cc/check city	Optional	Check the existing city.
   credit	cc/check state & zipcode	Optional	Check the existing city and zipcode.
   TeleCheck	cc/check zipcode	Optional	Check the existing zipcode.
   TeleCheck	drivers license number	Optional	Enter the check holder's drivers license number.
   TeleCheck	social security number	Optional	Enter the check holder's social security number.
   credit / TeleCheck	cc/check email	Optional	Check the existing email address.

4. Click the Back button to return to the Review Page. Click the Finish button to complete the registration and return to the Events Overview page.