Confirm a Registration

After a constituent registers for an event through the Registration Website, that registration record can be viewed in Event Registration Manager in the Registrations area. It will appear on one of two Registration tabs:

  • Active - Registrations for upcoming active events. The registrations on this tab have either already been confirmed with the constituent, or do not have any requests that require confirmation.

  • Unconfirmed - Registrations for active events with requests that must be confirmed. The number of unconfirmed registrations will appear on the tab label (e.g. "Unconfirmed: 5").

To send a confirmation for active registrations:

  1. Click on the Registrations bar in the table of contents.

  2. From the menu, select Registration. The Active tab will be visible, showing all active registration records.

  3. If necessary, use the search function to limit the list of registrations. In the displayed list, click the row or check the box beside the registration or registrations for which you want to send confirmation. (Selecting a row allows one selection; using checkboxes allows selection of multiple records.)

  4. Click the e-Confirm Registration icon on the right side of the screen below the Generate Report button. Confirmation e-mails will be sent to the constituents (registrants) and to any hosts assigned to requests in the registration(s). The message body of the confirmation e-mail will contain the Confirmation Email Message.

Note: If you edit an active registration record and save changes to the registration, you will see a prompt asking if you want to send e-mail notification to the constituent and hosts (for requests). If you wish to send e-mail notification, click OK. Otherwise, click Cancel.

To confirm an unconfirmed registration with Requests:

  1. Click on the Registrations bar in the table of contents.

  2. From the menu, select Registration.

  3. Click on the Unconfirmed tab.

  4. If necessary, use the search function to limit the list of registrations. In the displayed list, double-click the registration you want to confirm to open it for editing.

  5. To move between the four tabs of event information, click directly on the tab name, or use the Next buttons at the bottom of the screen to move through the tabs one by one.

  6. When confirming a registration, you may edit any part of the registration, including Registration and Contact Info, Other Info, Sessions and Guests, but the primary concern is to edit Requests and mark them as confirmed. Requests are activities, appointments, and accommodations for which the event registrants may optionally ask (e.g. classroom visits, overnight accommodations, etc.)
    For each request on the Requests tab:

    1. Click the row selector to the left end of the request you wish to edit.

    2. Click the Edit button to open the request in a new window.

    3. Check the Confirmed checkbox. Until this box is checked, the registration record will appear on the Unconfirmed list.

    4. Select or enter the Host for the request.

      1. Click on the Host Lookup.

      2. Locate the name of the host in the list view.

      3. If the host name is not listed, click Add Host to open the Person Management form so that you can add a new host record to the database. After the new record is added, it will appear in the host list view.

      4. Click the row selector on the left end of the row.

      5. Click Select.

    5. The location associated with the selected host will appear in the Location field. If desired, you may overwrite the default location by typing in a new one.

    6. Click the drop-down beside Date to select a date from the calendar. You must select a date that falls within the Event dates.

    7. The room number associated with the selected host will appear in the Room field. If desired, you may overwrite the default room number by typing in a new one.

    8. For Time, enter the start time of the request.

    9. For Notes, enter any additional information about the request. The notes will be included in the confirmation e-mail sent to the host.

    10. Click Save to save the request and return to the registration.

  7. When all desired updates have been made, go to the Guests tab and click Save.

  8. You will see a prompt asking if you want to send e-mail notification to the constituent and hosts (for requests). If you wish to send e-mail notification, click OK. Otherwise, click Cancel. The message body of the confirmation e-mail will contain the Confirmation Email Message.

After a registration has been confirmed, it will appear on the Active tab of registrations.


Comments