Managing Registration for Upcoming Events

Administrators and event managers can view and manage user registrations for upcoming events. Registration management includes viewing attendee lists, adding manual registrations, editing registration information, exporting data to Excel, and handling event cancellations with attendee notifications.

Requirements

To manage upcoming event registrations, users must be assigned one of the following permissions:

• Administrator System Role
• Upcoming Event Category: Manage Access

Accessing Registration Management

1. In the Setup Home page, click Create > Upcoming Events.
2. Click the Event Category name containing the event you want to manage.
3. Click the event name to open the event editor.
4. Click the Registration tab.

The Registration tab displays the registration settings at the top and the Attendees section below, showing all current registrations for the event.

Viewing Registrations

The Attendees section displays a list of all users who have registered for the event. Each registration record includes:

• Registrant name
• Email address
• Additional fields configured in the Event Category's registration form (such as Company Name, Phone)
• Registration timestamp

Adding Manual Registrations

Administrators can manually add registrations for attendees who register through alternative channels (phone, email, in-person, etc.).

To Add a New Registration

1. Navigate to the event's Registration tab.
2. In the Attendees section, click New Registration.
3. Complete the registration form fields:
   • First Name (required)
   • Last Name (required)
   • Email (required)
   • Any additional fields configured for the Event Category (Company Name, Phone)
4. Click Save.

The new registration appears in the Attendees list and counts toward the event's capacity if capacity tracking is enabled.

Editing Registrations

Registration information can be updated if corrections are needed.

To Edit a Registration

1. Navigate to the event's Registration tab.
2. In the Attendees section, locate the registration you want to edit.
3. Click Edit next to the registrant's name.
4. Update the registration fields as needed.
5. Click Save.

Deleting Registrations

Registrations can be removed if an attendee cancels or was added in error.

To Delete a Registration

1. Navigate to the event's Registration tab.
2. In the Attendees section, locate the registration you want to delete.
3. Click Delete next to the registrant's name.
4. Click Yes to confirm the deletion.

Exporting Registrations

Registration data can be exported to Microsoft Excel for external reporting, badge printing, attendance tracking, and integration with other business systems.

To Export Registrations to Excel

1. Navigate to the event's Registration tab.
2. In the Attendees section, click Export to Excel.
3. The registration data downloads as an .xlsx file containing all attendee information.

The exported file includes all registration form fields for each attendee.

Cancelling Events and Notifying Attendees

When an event must be cancelled, administrators can mark the event as cancelled and send notification emails to all registered attendees.

To Cancel an Event

1. Navigate to the event editor by clicking the event name.
2. Click the Content tab.
3. In the Event Settings sidebar on the right, check the Cancelled checkbox.
4. Optionally, enter a Cancellation Message to explain the reason for cancellation. This message may be included in attendee communications.
5. Click Save.

Once cancelled, the event remains visible in event listings but users cannot share or register for it.

To Notify Attendees About Cancellation

1. After marking the event as cancelled, click the Registration tab.
2. Click Email Attendees about Cancellation.
3. A notification email is sent to all registered attendees informing them of the cancellation.

Registration Notifications for Event Managers

Users with Manage permission on an Event Category automatically receive email notifications when:

• A user registers for an event in the category
• A user cancels their registration for an event in the category

These notifications help event managers stay informed about registration activity without needing to manually check attendee lists.

Registration Data Summary

The following table summarizes the registration information captured and available for management:

*Optional fields appear on the registration form only if configured in the Event Category's Registration Form settings.

Best Practices

Registration Monitoring

• Regular Review: Check registration numbers regularly, especially for events with capacity limits, to identify when additional sessions may be needed.
• Early Warning: Monitor registration velocity to predict whether an event will reach capacity and plan accordingly.
• Data Quality: Review registration entries periodically to identify and correct any incomplete or erroneous data.

Attendee Communication

• Prompt Cancellation Notices: If an event must be cancelled, send notifications to attendees as soon as possible.
• Pre-Event Reminders: Consider exporting attendee data to send reminder communications before the event through your email system.
• Post-Event Follow-up: Use exported registration data for post-event surveys, thank you messages, or follow-up communications.

Data Management

• Export Before Deletion: Export registration data before deleting past events if you need to retain attendee information for records.
• Consistent Data Entry: When adding manual registrations, use consistent formatting for names and other fields to maintain data quality.
• Capacity Planning: Track registration numbers across similar events to improve capacity planning for future events.

Troubleshooting

Registration Not Appearing

• Verify the event has registration enabled (not set to "Disable Registration").
• Check that the registration window has not closed (Registration End Time has not passed).
• Confirm the event has not reached capacity if capacity tracking is enabled.
• Ensure the user has access to the Event Category through sharing permissions.

Cannot Add Manual Registration

• Verify you have Manage permission for the Event Category or Administrator System Role.
• Ensure all required fields (First Name, Last Name, Email) are completed.

Export Not Working

• Ensure there is at least one registration to export.
• Check that your browser allows file downloads from the portal.

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