Participants

When you click on ‘Registrations’ in the Events tree, the page ‘Participants’ will open. This page gives an overview of all participant of this event. The overview displays the name of participants, the number of tickets they purchased, their attendance and the payed amount. The totals are displayed at the bottom of the table.

There are several options on the top of the screen: Add, Export, Create dynamic group, Send mailing and Create badges. Below, a description of each option is given.

Add

This button allows to manually add registrations to the event. Click on the button and follow the steps below:

1. Shopping cart – In the field ‘Participant’, enter the name of the person you want to add. A list of names from the Organization Application appears. Select the correct person. Choose a preferred language. Under ‘Shopping cart’ you will find a table with all available ticket options. Indicate here which tickets the participant wants to order and how many. Then click on ‘next step’.
2. Price – In this step, you can indicate the price of the chosen product. The price and VAT percentage that applies to this person based on reservation period and group is automatically filled in. It is possible to edit the price.
   It is also possible to add a new order lines to the order. To do this, click on ‘New line’. Then enter the name behind ‘Line’, enter the number of times this should be charged, the price and the VAT percentage. Then click on ‘add’. The new line is now added to the order and displayed in the overview. When the order is complete and all prices have been correctly indicated, click on ‘next step’.
3. Form – If a form was added to (on of the) chosen ticket option(s) in the element ‘Configuration’, you will be asked to fill out this form during step 3. Fields with an asterisk (*) are mandatory. Click on ‘next step’.
4. Confirmation – This step gives an overview of the chosen ticket options and their prices. Under ‘Payment’, you can indicate which payment method will be used for this registration, e.g. ‘Mark as payed’ or ‘Invoice’. Then indicate which e-mail the participant should receive. You can choose from the e-mails that already have been created during configuration of the event. After entering all information, click on ‘complete order’. The registration is now processed.

Export

It is possible to export all participants of the event into one document, using the button ‘Export’. Behind ‘Type’, indicate the document type to which you want to export the information. You can choose from:

• Excel (XLSX)
• Excel XP (XLS)
• Libre/Open Office (ODS)
• CSV

Under ‘Add to export’, indicate whether you want to include tickets and the answers from the form in the export.

It also possible to include information from the Organization Application such as the address and contract information in the export. To do this, select ‘Link’ and select the export set that includes the necessary information. You can also choose to link information of a parent element in the Organization. For example, this is useful when participants are contact persons of a company. In that case, the company is the parent element.

Click ‘export’ to download the document.

Create a dynamic group

It is also possible to create a dynamic group of all participants. To do this, click on ‘Create dynamic group’ in the toolbar. Enter the name of the group. Under ‘Include in group’ you can find all ticket options with a drop-down menu behind them. Under the ticket options is the field ‘include absentees’.

Be default, ‘All participants’ is selected for all ticketoptions. The field ‘Include absentees’ is not selected. With these default settings, all participants of all ticket options will be included in the dynamic group, regardless of their attendance.

You can also edit the default settings. Behind the ticket options, you can choose from the following options in the drop-down menu’s:

• Nobody – None of the persons who purchased a ticket for this ticketoptions will be included in the dynamic group;
• All participants – All persons who have a valid ticket for this ticket option will be included in the dynamic group;
• Only attendees – Only persons whose tickets were scanned when entering the event will be included in the dynamic group;
• Only no-shows – Only persons who have a valid ticket but whose ticket was not scanned will be included in the dynamic group.

By selecting ‘Include absentees’, all persons who gave notice of their absence are included in the dynamic group.

Under ‘Location in Organization’ choose the place in the Organization Application in which the group should be placed. You can unfold the Organization tree by clicking on the plus-sign in front of the name of your community.

Click on ‘save’ to confirm. The dynamic group has been created.

Mailing

With the button ‘Send mailing’, you can send an e-mail to all participants of the event.

Under ‘Properties’, enter the sender e-mail address, the sender name and the subject of the e-mail. If you want to send the e-mail to additional addresses, you can enter those e-mail addresses in the field ‘Send CC to’. Under ‘Attachments’, you can choose to attach tickets and/or invoices. Then enter the content of the e-mail in the text editor.

Click ‘send’ to send the e-mail.

Participant badges

With this button, you can create badges for all participants of the event. To do this, you need a badge template. You can request a badge template via support@genkgo.nl. The costs for creating the template will be charged.

Overview per participant

Per participant, there is a separate overview available. To view this, click on the name of the participant. You will see several tabs:

• Tickets: This tab gives an overview of all tickets that the participant possesses, the number of tickets reserved by this participant, the total paid amount and the number of placed orders. The tab also shows a table with all ticket information. You can view a specific ticket by clicking on the ticket number.
• Products: This tab gives an overview of all products that belong to the event and were purchased by the participant.
• Activities: Important: this tab is only available if the Program module is available in your Admin. This tab gives an overview of the activities that the participant will take part in during the event.
• Orders: This tab contains a table with all orders placed by the participant.
• Invoices: This tab contains a table with an overview of all invoices of the participant. You can download an invoice by clicking on .
• Mailings: This tab contains an overview of all e-mails regarding the event that were sent to the participant.