Managing individual events

Event registration options and program items can be deleted from the Staff site, even with existing registrations.To delete an event registration option or program item with existing registrations, the registrations must first be cancelled. See Cancelling an event registration.

Deleting a registration option

To delete an event registration option, do the following:

1. Go to Events > Find events.
2. Open the desired event andselectEditfrom the drop-downon the Showcase tab.
3. From the Pricing tab, locate the registration option you wish to remove.
4. Click the Delete link.
5. Click OK when prompted to confirm deletion.

Deleting a program item

To delete an event program item, do the following:

1. Go to Events > Find events.
2. Open the desired event you wish to modify.
3. On the Showcase tab, in the Program section, find the program item to be deleted.
4. Select the program item link to open it.
5. From the drop-down, select Delete.
6. Click OK when prompted to confirm deletion.

The Generate Invoices button enables staff users to generate official invoices for events. The invoices can then be sent to the Bill To contact for each registration.

When you click Generate Invoices, a new window is displayed. This window has a Registrations with an outstanding balance only option that is enabled by default. This functionality is restricted to staff users. Registrations can only be invoiced once the batch containing the registration has been posted.

The generated invoices are assigned invoice numbers if they do not already have them, and orders are updated with an invoice number. If the Registrations with an outstanding balance only option is enabled, then invoices for registrations with no outstanding balance are not assigned an invoice number. The invoice date is updated to the date you generate the invoice.

On this new window, when you click Generate Invoices, a message is displayed either indicating the number of invoices generated or that no registrants were available to invoice.

Click View invoices. A new window is displayed that shows all invoices for the event. Staff users can review invoice information for the specific event.o

The Run Reports button displays several event-specific reports that can be immediately run. The following is a list of the available reports:

📘 Note

Event questions can be reported on using the FormDefinitionFieldData and FormFieldResponseData business objects.

This button displays when Print Tickets is enabled for at least one registration option or program item of the event. When Print Tickets is enabled, you are able to print tickets With badges or Without badges for registrants of the program items and/or registration options. There are separate pages for each registrant.

You can join certain invoice business objects with CsEvents to provide detailed invoice information to your specific event dashboards.

👍 Example

You want to know how many registrants for the annual conference have a balance due. To do this, you must create a query and add it to the specific event dashboard.

Creating the query

To create the query, do the following:

1. Go to RiSE > Intelligent Query Architect > New > Query.
2. Enter a Name, such as Event registration with balance.
3. (Sources tab) Select All sources and add CsEvent and EventInvoice.
4. From the Relations area, add the following joins:
   1. CsEvent.Event Code = EventInvoice.Event Code
5. (Filters tab) Add the following filters:

   Property	Function	Comparison	Mulitple	Value		Prompt
   EventInvoice.Balance	None	Greater Equal		Constant	0
   EventInvoice.Event Title	None					Required

6. (Display tab) Add the following properties:
   1. CsEvent.Event Code
   2. EventInvoice.Balance
   3. EventInvoice.Bill To ID
   4. EventInvoice.Invoice Number
   5. EventInvoice.Registrant Full Name
7. Save and Run the query.

Adding the query to an event dashboard

To add the query to the event dashboard, do the following:

1. Go to RiSE > Page Builder > Manage content.
2. Go to @/iCore/Staff_Dashboards/Specific_Event and Copy the Event Detail and Event Dashboard content records.
3. Paste the records into a Shared content folder.
4. Open the copied Event Detail record and select Add content.
5. From the Content gallery select the Query Menu shortcut.
6. Select the query you just created in the Source query or folder field, then click OK.



7. Click Save & Pubish.
8. Open the copied Event Dashboard content record:
   1. From the Event Dashboard content item, select Configure.

   

   2. Click the Dashboard tab.
   3. From the Content to display field, select the Event Detail content record previously copied.

   

   4. Click OK, then click Save & Publish.
9. Go to RiSE > Site Builder > Manage shortcuts.
10. Edit the EventDashboard and EventDetail shortcuts to point to the new content records. Click Update.



11. Go to Events > Find event and select any event. From the Dashboard tab, you’ll see the new query.

Staff users can view the registration details of each registrant by selecting the View registration link.

📘 Note

The View registration link is also available on the Participation tab of the account page, under the Meetings and events section.

The View registration link displays the event registration details page. This page includes the event dates, a View event link that opens the event page, registration option, registration status, the date the registrant signed up for the event, the total registration price, and the remaining balance.

The Edit Registration link goes to the event Showcase, and allows Staff users to modify the registrant’s event registration details On behalf of the registrant.

Clicking the View Account Page opens the registrant’s account page.

Staff users can also view the registrant’s Program item registrations, including the program item name, the quantity, and the start and end date and time for the program item. The registrant’s responses to event questions are also included.

The program item registrations list, and the registrant’s responses to the event questions can be exported and printed.

📘 Note

Any modification to responses to event-level and function-level questions will not be retained until the cart is submitted.
For example, register for RegOption1 and provide responses to related questions. If we change the registration to RegOption2 and provide responses to related questions for RegOption2 then all responses related to RegOption1 are deleted as the cart is not yet submitted.
Submit the cart for RegOption2 and then view the registration. We can edit and change the responses to related questions from RegOption2 to RegOption1. We can provide responses to related questions for RegOption1 but the answers for RegOption2 will remain in the database until the cart is submitted again.

Use the Response reports to report on the event questions:

• Summary - Answers are displayed in a percentage format for yes/no questions, in a graph format for multiple-choice questions, and as a collapsible list for open-ended response questions.


Expand each section before exporting the report if you want all data to display in the exported report.


• Detail - Responses are displayed per question with the registrants full name and organization.

Event questions can be reported on using the FormDefinitionFieldData and FormFieldResponseData business objects. Do the following to create your own event question report:

1. Create a new query.
2. (Sources tab) Add the following sources:
   
   • FormDefinitionFieldData
   • FormFieldResponseData
   • NetContactData
   • CsEvent
3. (Sources tab) Relate the sources:
   • FormFieldResponseData.Form Definition Field Id = FormDefinitionFieldData.Form Definition Field Id
   • FormDefinitionFieldData.Form Definition Id = CsEvent.Form Definition Id
   • FormFieldResponseData.Id = NetContactData.Id
4. (Filters tab) Add any desired filters, such as setting the CsEventCode.Event Code property equal to a specific event.

5. (Display tab) Add the following display properties:
   
   • FormFieldResponseData.Form Definition Field Caption - Alias this property as Question.
   • FormFieldResponseData.Response
   • NetContactData.Full Name
6. (Sorting tab) Sort on NetContactData.First Name, so that all responses for a single contact are grouped together.

7. Click Save.
8. Click Run.