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
edit icon to open an edit page for that field.
add icon to add a new record for that field.
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 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

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

  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.
  2. 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.
  3. In the Event Fees, Tracks, and Sessions sections, click the check box beside the event for which the Guest would like to register.
  4. Click the total button to see the total price for all products you have selected.
  5. 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 NameRequiredDescription
    product typeRequiredSelect a product type from the drop-down list. The product type you choose determines what options are available in product category.
    product categoryOptionalSelect a product category from the drop-down list.
    related products?OptionalClick this check box to see related products.
    product codeOptionalEnter the product code to find the exact product you are looking for.
    product nameOptionalEnter the product display name to find the exact product you are looking for.
    quantityOptionalEnter 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 nameOptionalEnter the first hotel name.
    hotel 2OptionalEnter the second hotel name.
    hotel 3OptionalEnter the third hotel name.
    check inOptionalClick to select the check in date or enter the date in mm/dd/yy format.
    check outOptionalClick to select the check out date or enter the date in mm/dd/yy format.
    room typeOptionalSelect the room type from the drop-down list.
    smoking? OptionalClick 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:
    FieldRequiredDescription
    Bill To OptionalClick this drop-down list to see the full billing address of the organization
    contactOptionalThis is the name of the contact person from the organization profile
    addressOptionalClick 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 prefOptionalClick the drop-down list to select a communication preference.
  2. Fill in the Ship To Information fields as described in the table below.
    FieldRequiredDescription
    Ship to OptionalClick this drop-down list to see the full shipping address of the organization
    addressOptionalClick 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 prefOptionalClick the drop-down list to select a communication preference.
    source codeOptionala code that represents where or how you initiated the relationship with that Individual
    media codeOptionala 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.
    • Click the Event name link to see the event picture and details.
    • Click the net credit link to open the Apply Credit window.
  1. 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 Customer name, Total, Credit applied, Payment, and Balance due.
  2. Edit the fields described in the table below:
    Field Name RequiredDescription
    confirmation: send by emailOptionalClick this check box to send the order confirmation by email.
    confirmation: send by faxOptionalClick this check box to send the order confirmation by fax.
    bcc confirmation emailOptionalEnter the email address you would like to blind cc on the invoice confirmation email.
    auto distribute payment?OptionalClick this check box to have NetForum distribute the balance equally among installment payments when you change the number of installments.
    group itemsOptionalClick this check box to group all the line items in this order into a single item on the invoice report.
    Group descriptionRequiredEnter a description for the grouped items. This description appears on the invoice report.
  3. 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 RequiredDescription
    batch: make default?OptionalClick 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 downRequiredSelect an existing batch form the drop-down list or add a new batch by clicking the add icon.
    PO numberOptionalEnter a PO number. Enter up to 50 characters, numbers or letters.
    typeRequiredSelect 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 dateRequiredEnter or select a date for the transaction.
    payment methodRequiredSelect 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 installmentsRequiredEnter the number of installments the customer wants to complete the payment.
    frequencyRequiredSelect the frequency of the payment installments.
    proforma?OptionalClick this check box if the payment is proforma.
    invoice termsRequiredSelect the invoice terms from the drop-down list.
    first invoice dateOptional

    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.

    notesOptionalClick 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.
  4. 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 MethodField NameRequiredDescription
    cashreference numberOptionalEnter an optional tracking number for cash payments.
    check / TeleCheckname on checkRequiredEnter the full name on the check.
    check / TeleCheckcheck numberRequiredEnter the number on the check.
    TeleCheckaccount numberRequiredEnter the checking account number.
    TeleCheckrouting numberRequiredEnter the nine-digit routing number.
    creditcardholder's nameRequiredEnter the full name on the card.
    creditcard numberRequiredEnter the full credit card number.
    creditexpiration dateRequiredSelect an expiration date.
    creditCVVOptional Enter the credit card security code from the back of the card.
    credit / TeleCheckcc/check street addressOptional Check the existing address.
    credit / TeleCheckcc/check cityOptionalCheck the existing city.
    creditcc/check state & zipcodeOptionalCheck the existing city and zip code.
    TeleCheckcc/check zipcodeOptionalCheck the existing zip code.
    TeleCheckdrivers license numberOptionalEnter the check holder's drivers license number.
    TeleChecksocial security numberOptionalEnter the check holder's social security number.
    credit / TeleCheckcc/check emailOptionalCheck the existing email address.
  1. 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.