EventPro Planner Manual

Create Attendee Types

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Create Attendee Types

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Create Attendee Types

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1.In the Event Setup window, select the Attendee Setup tab and click on the Attendee Types tab.
2.Click the New button to the right of the selection grid.
3.The Event Attendee Type [New] window opens.

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4.Type in an Attendee Type or select one from the drop-down list.
5.If this type of attendee will have online access, enter an Online Password.  For more information about the optional Attendee Online Module, see:
a.Chapter 20: Attendee Online or
b.Chapter 21: New Attendee Online (Version 3).  In Version 3 of Attendee Online, you can select different entry fields for each attendee type, so that you can request different information from different Attendee Types.   See Editing Online Information: Entry Fields.  You could have the different attendee types log in to Attendee Online with a type-specific password.
6.In the Sort Order field, enter a number to determine where in the list of attendee types this type will appear, with 1 (one) as the top entry.
7.Check the checkbox if this attendee type Can Be Assigned to Functions.  This allows the attendee to be placed in a function on the Organization screen.  Use this option when the attendee is involved with the procedure of the function, such as staff or a speaker.
8.If you will be setting registration limits for attendees of this type, enter the maximum number of registrants of this type in the Maximum field under Attendance.  If there is no limit, leave this field blank.
9.The Default Attendee Classifications area contains two flags: Presenter and Sponsor.
a.If applicable, select the appropriate classification(s) for the attendee type.  These classifications can later be used as filter criteria when generating reports.
b.Checking these flags means that attendees who register as this attendee type will be flagged as the selected classification by default.  When you add attendees of this type to an event, they will also be flagged as this classification; see Chapter 8: Manage Attendees, Enter a Single Attendee. Attendees who register under this type that do not fit under this classification can be edited individually in the future so that the flags are removed.
10.The Default Bill to and Budget Items area handles the financial aspects of this attendee type. The default options you set here will be applied to each new attendee of this attendee type.
a.For each field – Registrations, Accommodations, Travel, Requirements and Presenter Charges – select a Bill To option from the drop-down list: Attendee, Attendee Group (the Group Leader of the Attendee Financial Group), Event Client or Not Billable.  This determines whose invoice will contain the various charges related to an attendee of this type.  For example, if the attendee will be charged for their registration packages, you would set the Registrations Bill To to Attendee.  If, for example, Presenter Charges are considered an event expense, set that Bill To to Not Billable.
b.For each field except Registrations, select the Budget Items where you would like to see these figures reflected.  Budget items are created in Set Up an Event, Budget Setup.  If you have multiple budgets, select the applicable budget from the Budget drop-down list.
11.Click Save.