Audience: Event Manager
Introduction
While planning and managing an event, an Event Manager may need to access information about event registrants. This article walks you through how to access a registrant record.
Note: To view the full list of notifications for the Event Journey, click here. (You must be signed in to your @scorevolunteer.org account.)
Table of Contents:
- Viewing Registrants
- Registration Status Descriptions
- How to Manage Pending Registrations
- Manually Add Registrants to an Event
View & Edit Registrants
1) From the Home Page, select Events - Last 90 Days. Note: Other list views can also be used here: Upcoming, Need Action, Completed.
2.) Select the record by clicking the event name.
3.) From the related lists, under the Event Registrations section, click View All.
4.) Click the drop-down arrow of the record you want to modify and select Edit.
5.) To edit the status of the registrant, select a new value from the drop-down. To save the changes, click Save.
Registration Status Descriptions
Understand the different registration statuses by reading their descriptions and features below.
| Status | Description | Event Manager Action | Client Notification Email Sent |
| Pending |
This status is used for paid events that require payment during the registration process. When the registrant's payment method is not accepted by our system, this sets their registration to pending status. Note: Registrant that has gone through a payment once and put in pending, shouldn't register online anymore. Instead, the chapter should reach out to the registrant and issue a Paypal invoice. Then, edit their status to Registered when payment is accepted in Paypal OR to Cancelled when no payment. See How to Manage Pending Registrations |
The Event Manager should follow-up with them to gather/advise another payment method. | 1 Email notification sent |
| Waitlisted | When an event is created to have a limited number of registrants and an open waitlist then the system places a registrant in a waiting list for an event when the limit has been reached. | The Event Manager will manually move a registrant from waitlisted to registered when there is a space for them in the event. | |
| Registered | This status signifies that the registrant has been confirmed to attend the event. | None |
Reminder Email (sent 24 hours before the event) 3 Emails sent if using Zoom Integration |
| No Show | This is status is used for the post-event process. This signifies that the registrant did not attend the event. | None | |
| Canceled |
When a registrant cancels their registration, the system marks them as Canceled. Also used when an event is canceled, the system will change all the registrations to Canceled. |
None |
1 Email sent only when an event is canceled and these registrants are moved to a canceled status |
| Attended | This is a status used for the post-event process. This status marks the registrant as being present in the event. | None |
How to Manage Pending Registrations
The pending status only occurs in paid events when the system failed to accept the payment method selected by the registrant. Event Managers can use the steps below as a guide on how to manage pending registrations.
1) Send an invoice via Paypal (their chapter Paypal account).
Make sure that their payment is confirmed before moving on to step 2 below.
2) In Engage, change from Pending to Registered, enter Event Amount paid, and check Paid.
Note: If a registrant has already made a payment and their status in your event record is marked as pending, they should refrain from registering online again. In such cases, the chapter should make contact with the registrant and send them a Paypal invoice. The registrant's status should be updated to "Registered" once the payment is successfully processed through Paypal. Alternatively, if no payment is received, their status should be changed to "Cancelled."
Manually Add Registrants to an Event
1) From the Home Page, select Events - Last 90 Days. Note: Other list views can also be used here: Upcoming, Need Action, Completed.
2.) Select the record by clicking the event name.
3.) From the related lists, under the Event Registrations section, click New.
4.) In the New Event Registration window, you can enter the name under Registrant. If the registrant already has a contact record in the system, select their name for the drop-down results. If they are not in the system, select
Note: When following the New Contact process, select Client from the option.
Note: Fill out the New Contact: Client form and make sure to capture the First and Last Name, Email Address, Phone Number, and Zip Code. And then click Save which will then redirect you back to the New Event Registration window.
5.) Select a Status (e.g. Registered). Then indicate Notification and Reminders preference (text or email). You can also mark the box for Walk-In if applicable. For paid events, you can specify the Payment Information in this window too. When done, click Save to submit all the changes.
Relevant Resources: |
Comments
3 comments
2/13/2023 - added section on how to manage pending registrants in a paid event
3/6/2023 - added How to Manage Pending Registrations section and updated screenshots with the new homepage layout
7/17/2023 - added a note about Pending Status.
Please sign in to leave a comment.