Add Registrant
Add a Registrant to NetForum to track information about the registrant and their association with an event.
| Use this Icon | To Perform this Action |
|---|---|
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edit icon to open an edit page for that field. |
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add icon to add a new record for that field. |
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look up icon to see a list of individuals, customers, or other appropriate person records select the record you want to return to the wizard. The fields are populated with the person'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 . The Individual Event Registration Wizard opens. The Individual Event Registration Wizard has six steps. This topic covers all of the following six steps:
- Step 1: Registrant
- Step 2: Fees
- Step 3: Guest
- Step 4: Products
- Step 5: Demographics/Housing
- 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. |
| 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
| Field Name | Required | Description |
|---|---|---|
| badge name | Optional | The badge name populates when you enter an individual's name. |
| badge org name | Optional | Enter the organization name to go on the individual's badge |
| title | Optional | Enter the individual's title to go on the badge. |
| city | Optional | The city populates when you enter an individual's name. |
| country | Optional | Select the individual's country. |
| registrant type | Optional | Select the registrant type. Examples of registrant types include: Member, Speaker, Student |
| reg date | Required | The registration date defaults to today's date. |
Step 2: Fees
- Click the check box beside the product you want. A product can be merchandise or event registration.
- Click the total button to see the total price for all products you have selected.
- 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
- Fill in the Guest Registrant Info fields as described in the table below.
- In the Event Fees, Tracks, and Sessions sections, click the check box beside the event for which the Guest would like to register.
- Click the total button to see the total price for all products you have selected.
- 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.
| 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. |
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
- 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. - 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:
- 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.
- Click the total button to see a total price for all the products you have selected.
- 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
- Enter ADA & Special Dietary Needs in the text box provided.
- 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. - 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
- 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. - 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 - 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.
- Click the Event name link to see the event picture and details.
- Click the net credit link to open the Apply Credit window.
- Click the Back button to return to Step 2: Fees. Click the Next button to go to the Payment Page.
Payment Page
- Verify and edit the information in the Invoice/Order Information section. Verify the Customer 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 Click this check box to have NetForum distribute the balance equally among installment payments when you change the number of installments. group items Optional Click this check box to group all the line items in this order into a single item on the invoice report. Group description Required Enter a description for the grouped items. This description appears on the invoice report. - 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? Optional Click this check box to make the selected batch your default batch. This batch appears in the batch field of every payment page to save you time selecting a batch from the drop-down list. 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 the customer wants 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 invoice 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. - 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 zip code. TeleCheck cc/check zipcode Optional Check the existing zip code. 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.
- 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.