Booking a Participant onto an Event

Add New Participant Screen

From the event details page, you can display the ADD NEW PARTICIPANT page by either:

  • Clicking on the ADD icon to the right of PARTICIPANTS section title, OR…
  • Clicking on the menu icon to the right of the PARTICIPANTS section title and select the ADD NEW PARTICIPANT menu option, OR…
  • Clicking on the text directly below the PARTICIPANTS section title that contains the ‘click here to add a participant’ text
  • The ADD BOOKING page is then displayed

back_to_top_1

 

Selecting a Contact

The first step in booking a participant is to find the contact that you wish to book onto the event. You can do this in the following ways:

FIND BY FIRST NAME/SURNAME
  • Enter the contact first name and surname details in the appropriate fields and then click on the FIND CONTACTS button
  • The system will display all contacts who match your submitted text, e.g. if you enter ‘ma’ in the surname field, the system will display all contacts whose surname beings with the letters ‘ma’.
FIND BY ACTIVITY GROUP
  • Select the activity group you require from the dropdown list and click on the FIND CONTACTS button
  • The system will display all contacts linked to the selected group
LIST EVENT GROUP CONTACTS
  • Click on the LIST EVENT GROUP CONTACTS button to display all contacts that belong to the activity group assigned to the current event
  • Once the details of your search are displayed, you can then select one or more of the contacts by clicking on the check box to the left of their name and then click on the ADD SELECTED TO EVENT button
  • If you are only adding one contact, you can either click on their check box and click on the ADD SELECTED TO EVENT button, or you can simply click on their name to add them to the event
  • If you enter a first name and surname and a match is not found, the system will ask you if you wish to add this person as a new contact

back_to_top_1

 

Confirming Participant Details

Once you have selected the contact or contacts, the system will use the details you have set up for the event to find the relevant fee to apply (depending on the range of fee available for the event) and to book and display the appropriate sessions. This will be dependent on the type of fee applied, as follows:

SESSION FEE
  • If the fee selected by the system is a per session fee, the system will apply the fee to the contact and then look to see how may days in advance the fee allows for booking
  • For example, if the selected fee allows bookings up to seven days in advance, the system will look for sessions that fall within the seven days and automatically book them for this booking
  • Clicking on a session will affect the price charged to the contact – adding the contact to a session increases the fee charged, whilst removing the session decreases the fee charged.
EVENT FEE
  • If the fee selected by the system is an event fee (one fee for all of the sessions), the system will apply the fee to the contact and book the contact on all of the sessions for the event
  • Clicking on a session will NOT affect the price charged to the client because the fee is an event fee
  • You can select/unselect the sessions required and you can also select a different fee if available by clicking on the contact name

back_to_top_1

 

Issuing an Invoice

If you select a single contact to book on the event, the system will display the INVOICE section. You can use this to issue an invoice at the same time as booking the participant.

To issue an invoice:

  • Click on the ISSUE INVOICE check box. The system then displays the relevant fields required for the invoice
  • Complete the details as required. The system will generate an automatic invoice description if you leave the description field blank
  • Click on the EMAIL INVOICE TO CONTACT checkbox if you want the system to display the email page with the invoice attached once the contact has been booked on the event
  • Click on the RECORD PAYMENT checkbox if you want to record the payment details. The system then displays the payment details for you to complete as required

back_to_top_1

 

Adding the Participant Details

Once you have completed all required details, click on the BOOK PARTICIPANT button to add the contact to the event as a participant.

The system will then:

  • Add a new booking for the contact(s) to the event
  • Create an invoice if you have ticked the ISSUE INVOICE checkbox
  • Record the invoice payment details if you have ticked the RECORD PAYMENT checkbox
  • Send an email acknowledgement of the booking to the contact(s) and send a copy of the acknowledgement to your email address
  • Attach a copy of the invoice to the email acknowledgement if you have ticked the SEND INVOICE WITH ACKNOWLEDGEMENT checkbox

back_to_top_1