Create contacts for guest registrations
You can set up your events so that a registrant can also indicate if they are bringing guests and enter information about them for your event records
You may want to leverage the guests information in areas outside of the event. In this case, you would want guests become full contacts, which does not happen the way the system currently operates.
There are a few things we'd like to get your feedback on with this feature:
* Would you want guests from all events to become contacts automatically, or would you like to have that feature set up on an event-by-event basis?
* Would you want some way to search on how these contacts were created i.e. show me all contacts created as guests from the event 'Annual General Meeting'.
The only way to move an event guest into the contact list is to do so manually. The data is already in the system, we just need an easy way to move it.
We hold events where some regstrant's organization will register them and pay for their fees. So they are registered as a guest for some events. Some of these guests registrants are already in our contacts list but it does not show up in their event registration history since they did not register themselves.
Is there a way to link the guest registrations to their contact record? We want to maintain them as a guest registration under their organization for billing purposes, but we also need to be able to track how many events they attend since some events are a series and a certificate is awarded based on attending the series.
Do guests also receive an auto-confirmation? Or is the main registration the only one receiving the auto-email confirmation?
Released in v5.5 – see http://help.wildapricot.com/display/DOC/Release+5.5
A slightly different twist on this, we often have people register as "guests" that are already members but they want to be on one invoice with main registrant. We would like to be able to select existing members as guests like you can for the main registration
Current implementation of guest registration assumes that separate contact is not created for a guest - such registrations become a part of main attendee. This is know limitation and we have a dedicated thread for this - http://forums.wildapricot.com/forums/308932-wishlist/suggestions/8825941-create-contacts-for-guest-registrations-7166
We're planning to resolve this in one of our next system updates but it's going to be not earlier than next year.
Katya, Funny Apricot commented
Want to share our progress on this feature with you. We are developing it right now and current plan is include it to 5.5. release. See our Roadmap http://help.wildapricot.com/display/DOC/Product+roadmap for details.
Thanks for your feedback. Based on your comments, we decided to go with the following solution:
- Automatically connect guest registration with contact in the database if entered email is exists.
- New contact for guest registration is created depends on event setting
There are 3 options:
1) Do not create new contact for guest registration – the same behavior as now
2) Create new contact only if email entered on registration form.
As email field is not mandatory on guest registration form, this setting will prevent the uncontrolled growth of contacts database
3) Always create new contact, even if email is empty
Additionally, we add new option to Event registration emails: send email to guests as well as to person who made main registration New search criteria to find registrants with, without guests and guests
Bill Tidball commented
We also would like to see changes made to the way guest registration affect the system. We're using the system for online training registration and want everyone to be a contact in the system so we can track who has taken what training. It becomes difficult to track when one contact registers 10 co-workers and all the event history shows up under the primary contact and appears the each guest individuals have failed to get training.
Desired behavior: By event or by registration type, allow the system admin to automatically create a contact for guests during registration. It would also be helpful to not loose the fact that a new contact was created due to a guest event registration.
Ian Beecher-Jones commented
Hi, yes please. If all guests were automatically added as contacts that would be awesome.
I have members signing up guests for conferences and events and had assumed that they were already contacts, but alas now so they have had to be added manually - if only this was automatic it would be so much better.
Even if it was a button to allow us to add guests as a contact that would be a help, but automatically adding them during an event registration process would be ideal
Carrie Heider Grant commented
Would be great if guests were automatically made contacts when they register for an event. We really want to make sure that all attendees make it on our distribution list so they receive updates and announcements about events.
And a note regarding how contacts are created (whether it's they signed themselves up, or an administrator manually added them, or they first attended XYZ event) would be GREAT.
With full registration option price depends on the fields selected. What if instead of guests functionality, you create a separate registration option (checkbox) named "Guest" with some extra price on it. When selected, total registration price will include extra guest charge. Just a workaround.
In our organizations, we wait for guests to ask to be included as contacts. Please make this an optional feature. The only way we can manage visitors and first time attendees is to make them a guest of one of our members to keep from making them a contact since we can not RSVP an event without including an email which then becomes a contact.
Event registrants can sign up guests and the system can collect either the
number of guests,- or -
full contact info for each guest - or -
full registration information.
However, if the full registration option is selected, the price reverts to the base price.
We have a situation where we are registering members for a dinner. They can bring a guest but the guest is charged a higher price. As part of the meal planning process we ask the attendee to select a menu option for the meal. Since we also need the guest's menu selection we want to go with the full registration option. But if we select full reg we are forced to charge the base rate - not the surcharged amount for the guest.
So we are stuck - either we charge the surcharge or we get the guest's menu choice but we cannot get both. Can this limitation be dropped ?
I'm not sure if this is the right thread for this topic - please re-assign if necessary. Thanks
One persons can still register a number of other people (not as guests). He just has to register himself in first (without paying), then register everyone else (again, without paying).The system will generate invoices for all registrations and assign them to the first registrant. He will be able to pay all of them at once.
"In addition, if someone registers a current contact as a guest, it does not show up in their record."
Yes, I just discovered this, so the suggested workaround for registering multiple people at the same time is pointless if all the people are members and you want to track their member activity. Guest registrations for members in the same "bundle" are pointless. So it looks like everyone must register individually, even if they are attending together and one person is paying for the event (such as in a family), if you -- or they -- want to be able to track their event participation at the individual member level.
Tara Harvey commented
This feature would be a very valuable as I am now having to enter all guests into the main contacts manually. In addition, if someone registers a current contact as a guest, it does not show up in their record. We like to track how many events our contacts have attended so we know who to target for membership. I would like all information entered in guest registration to flow into their regular profile.
This would be highly valuable to my organization.
They often have groups of people sign up for events (with one acting as the registrar for the rest; they pay for the whole group). Right now it looks like the organization's administrators are going to have to re-enter these event participants (guests) as contacts to be able to include them in newsletters and other go-forward communication.
Is there really no way to automate moving the guest contact information into the contacts db?
How about matching guests to existing members?
For example, I am using the events module to register teams for events. The team captain registers with a team fee of $100, then the teammates are added as "guests" for free. The teammates are all members too, but it is easier to just have one captain register and pay, than for every team member to register individually. I would not want each "guest" to be a new contact, rather just linked to an existing member (perhaps tracked by email, name, and/or phone number)
I would love to see guest added to contact automatically. And I would also like there to be an option that event registrants can also get some sort of automated membership so that they can access membership protected forums.
Carol Warkoczewski commented
Adding Guests to the Contacts could be something that is set up for each event.
Carol Warkoczewski commented
Guests should be automatically added to Contacts. There could be a check box that could be selected to NOT add them to Contact list.
I also would like to add a check box to "Add Guest to Event Emails." As it is, the main registrant must email any new event information, etc. They are not always good at doing this...
At this time, it would be great to have guest registration automatically become contacts. This would be my first choice. However, having the option in the future on an event-by-event basis would be a great addition.
We are now analyzing changes in events module and this particular change - keeping guests as contacts - is included into scope.
Unfortunately, this change is not going to be done in 2011.