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Inviting Registrants to Attendee Online |
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Inviting Registrants to Attendee Online |
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Inviting Registrants to Attendee Online
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Inviting Registrants to Attendee Online |
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Inviting Registrants to Attendee Online |
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To bring registrants to Attendee Online, you can send them the website link in an email communication. Specific links will allow the registrants to bypass the login page so that they do not need to know passwords, booking numbers, confirmation numbers, etc.
Different Registration Processes
There are three kinds of registrations that you can ask registrants to perform in Attendee Online:
| 1. | New Registration: In this situation, you will typically not have the attendees entered in EventPro Planner yet. You may have a list of contacts to which you will send the registration invitation, or you will perhaps put the link on a website so that interested individuals can register for the event. You will Publish the Online Event, and send the New Registration Login Link to potential registrants. The registrants will follow the link to the online registration form, in which they will enter their contact information, registration details, and any other information you put on the website. After registrants enter their information, you can Import Attendees back into EventPro Planner. |
| 2. | Accept/Decline Registration: In this situation, you will already have the attendees entered in EventPro Planner. After you Publish the Online Event, you will Upload the Attendees to the online event. This puts the attendees' information on the website so they can access it. You will then send the Accept/Decline Login Link to the attendees. Attendees will follow the link to the accept/decline registration process, where they will indicate whether they accept or decline the invitation, and enter other information, such as registration details. After the attendees confirm or edit their information, you can Import the Attendees back into EventPro Planner. |
| 3. | Review Registration: In this situation, you will also already have the attendees entered in EventPro Planner, and they will already be registered for the event. After you Publish the Online Event, you will Upload the Attendees to the online event so that the attendees can view their information. You will then send the Review Registration Login Link. Attendees will follow this link to review their contact information and registration details, but they will not be able to edit them. This link merely allows attendees to review their information. |
Creating Invitation Document with Link
| 1. | To send the Attendee Online website link to attendees, begin by creating a communication or a mail merge. |
| a. | To review how to create a single communication see Chapter 13: Communications, Create a Communication. |
| b. | To review how to create an Attendee Mail Merge, see Chapter 8: Manage Attendees, Attendee Mail Merge. |
| c. | To review how to create a Company Contact Mail Merge, see Chapter 3: Companies/Contacts, Companies/Contacts Mail Merge. |
| 2. | When you reach the point of entering text in the body of the email, you want to click the Word Processor icon to open the Word Processor. |
| 3. | In the Word Processor, you can enter a merge field that the attendee can click to go directly to the correct page of Attendee Online (without having to login). Place the cursor where you want the link to be inserted and select Insert | Attendee Online Login Link. Choose which link you want to send the recipient of the email: |
| a. | New Registration: This link will take the recipient to the Welcome page of a New Registration. |
The format of this link is:
http://<server>/<application>/AutoLogin.aspx?page=new&event=<event>&password=<password>
| b. | Review Registration: This link will take the recipient to the Review Registration page. This link should only be sent to attendees who are already registered for the event in EventPro Planner, and these attendees must be uploaded to the online event. |
The format of this link is:
http://<server>/<application>/AutoLogin.aspx?page=review&attendee=<attendee id>
| c. | Accept/Decline Registration. This link will take the recipient to the Accept or Decline Registration page. This link should only be sent to attendees who are already entered in the event in EventPro Planner, and these attendees must be uploaded to the online event. |
The format of this link is:
http://<server>/<application>/AutoLogin.aspx?page=acceptdecline&attendee=<attendee id>
| 4. | Note that the default links described above use the Attendee IDs for each attendee, a unique identifier generated by the EventPro Planner. The old links used in previous versions of EventPro Planner used the attendee's email address and confirmation number for auto login, instead of Attendee ID. These old links will still work, and can be used. For more information about using these other links, see Alternate Login Links below. |
| 5. | In the Link Text dialog, enter the text that will appear in the document. For example, you could put "here", if you want the link to be incorporated in a sentence such as: "Please click here to indicate whether you would like to accept or decline this invitation." Alternatively, you could say something like, "Please follow the New Registration link to register for the event", and put the phrase/link "New Registration" below. |
| 6. | Save the word processor document and email the communication as usual. |
The default auto login links described above use the Attendee IDs for each attendee, a unique identifier generated by the EventPro Planner. The old links used in previous versions of EventPro Planner used the attendee's email address and confirmation number for auto login, instead of Attendee ID. These old links will still work, and can be used.
Here is the list of valid links you could use, new and old, and the situations in which the links may be used.
New Registration page, requiring Login
| • | http://<server>/<application>/AutoLogin.aspx?page=new |
New Registration page, already auto logged in
| • | General Event Registration Login: http://<server>/<application>/AutoLogin.aspx?page=new&event=<event>&password=<password> |
| • | Administrative Login: http://<server>/<application>/AutoLogin.aspx?page=new&event=<event>&admin=<admin password> |
| • | Event Registration Login for specific Attendee Type: http://<server>/<application>/AutoLogin.aspx?page=new&event=<event>&password=<attendee type password> |
Accept/Decline page, requiring Login
| • | http://<server>/<application>/AutoLogin.aspx?page=acceptdecline |
Accept/Decline page, already auto logged in
| • | http://<server>/<application>/AutoLogin.aspx?page=acceptdecline&attendee=<attendeeid> |
| • | http://<server>/<application>/AutoLogin.aspx?page=acceptdecline&email=<email>&confirmation<confirmation no> |
| • | http://<server>/<application>/AutoLogin.aspx?page=acceptdecline&event=<event>&email=<email>&confirmation=<confirmation no> |
Note that the last two links require the recipient to have a confirmation number, which existing attendees in EventPro Planner will have.
The <event> parameter in the last link is a precaution for situations where an attendee appears under multiple events with the same email address and confirmation number. By default, EventPro Planner sets a unique confirmation number for an attendee for each event, but you do have the option to manually enter a confirmation number for the attendee. If you set the same confirmation number for an attendee over multiple events, you would need to use the link with the <event> parameter for clarification.
Review page, requiring Login
| • | http://<server>/<application>/AutoLogin.aspx?page=review |
Review page, already auto logged in
| • | http://<server>/<application>/AutoLogin.aspx?page=review&attendee=<attendee id> |
| • | http://<server>/<application>/AutoLogin.aspx?page=review&email=<email>&confirmation<confirmation no> |
| • | http://<server>/<application>/AutoLogin.aspx?page=review&event=<event>&email=<email>&confirmation=<confirmation no> |
Note that the last two links require the recipient to have a confirmation number, which existing attendees in EventPro Planner will have.
The <event> parameter in the last link is a precaution for situations where an attendee appears under multiple events with the same email address and confirmation number. By default, EventPro Planner sets a unique confirmation number for an attendee for each event, but you do have the option to manually enter a confirmation number for the attendee. If you set the same confirmation number for an attendee over multiple events, you would need to use the link with the <event> parameter for clarification.