Viewing and Editing Registration Setup Paige Freeman May 07, 2024 19:13 Updated From the Registration Setup screen, you can define the registration setup, capacity, and waitlist information for the meeting. You must define the capacity so people can register for the meeting. To view and edit meeting registration setup: To view the Registration Setup screen for a meeting product, select Registration Setup from the Registration Info tab within the Meeting Summary.The Registration Setup screen displays, as shown below. To edit the information in the fields on the Registration Setup screen, click the pencil icon in the upper right corner of the screen.The fields become available to edit, as shown below. For more information regarding the fields available on this screen, please see the table below. Screen Element Description Registration Setup Min Required Registrations Enter the amount of registrants that are required to attend the meeting. When the capacity value is updated, this value will default to the Capacity amount. Max Per Registrant Identifies the maximum number of registrations that a ship-to customer can have. This controls the number of additional registrations that can be created for a session on the web. For example, if an organization wants to allow a registrant to register 5 additional registrants, the value should be set to 6, because the registrant’s own registration counts as 1. A value of 0 means there is no limit; however, in the e-business workflow, the system will continue to restrict to 5 additional registrations. Allow Time Conflicts Indicates whether the Order Entry screen should allow entry of meeting sessions which possess time conflicts. You can define a main meeting product and its sessions to have differing values for this field. For example, this logic can be used to not allow time conflicts for a main educational meeting but to allow time conflicts for social events of the main meeting. If two sessions are defined to occur at the same time, but only one session has this checkbox checked, the system will allow a customer to register for both sessions without displaying an error. For example, if a lunch session that is defined to allow time conflicts occurs at the same time as a class session that is defined to NOT allow time conflicts, customers will NOT be prevented from registering for both sessions. Web users have the ability to register other people, as well as themselves for a meeting and this functionality is know as Register Someone Else. If you are trying to register someone else for a meeting and this checkbox is unchecked, the system will not check to make sure that the web user is not registered for a different meeting that occurs at the same time. However, while selecting the sessions for someone else and this checkbox is unchecked, the system will not allow you to register for the meetings that occur at the same time because of time conflicts. Default as Attended When set to "Yes", indicate the attendance status for those who order this meeting product will be automatically set to "Y". If this is set to "Yes" for the parent product, then the session will automatically be set to "Yes". Invite Only This option indicates that the meeting is invite-only. Please note that this option only displays if the PRODUCT_TYPE = 'M'. By default, invite-only meetings will display in the Event Calendar. However, if you do NOT want invite-only meetings to display in the Event Calendar, uncheck the Exclude 'Invite Only' Meetings checkbox in the web settings. If the event calendar is NOT setup to exclude invite-only meetings, the "Register Now" button will NOT display invite-only meetings, as shown below. Additionally, by default web users will NOT be able to register for invite-only meetings from the Meeting Detail control. However, if you DO want to allow web users to register for invite-only meetings from the Meeting Detail control, check the Enable Registration for Invite-Only Meetings checkbox in the web settings. If you set up a separate page with the product ID of the invite-only meeting, the URL for that Meeting Detail page can be emailed to invitees for them to register for the invite-only meeting. On that Meeting Detail control, the Enable Registration for Invite-Only Meetings checkbox should be checked, so that invitees can start the registration process for the invite-only meeting from the meeting detail page for that invite-only meeting. However, please keep in mind that if invitees share the invite-only URL, there is no current functionality to restrict customers who were not invited from registering. Capacity Allow Capacity Override When checked, indicates the capacity can be overridden when ordering a meeting product in the back office or web. If you select to override capacity when entering a meeting order, the meeting capacity increases by “1” on the Capacity Definition screen. This applies to all meetings, sessions, courses or proctored exams. It defaults to unchecked and would rarely be checked, except for meetings like webinars or events not being held at an indoor facility. Capacity Enter the meeting capacity here. Use the value of 99999 if there is no capacity for the meeting. If a capacity is left at zero, the meeting product cannot be sold. Space Available The system automatically calculates the space available by subtracting the number of registrants from the capacity. It is initially the same amount as the capacity, but as people register/cancel for the meeting, the number decreases. Recalculates based on changes in capacity. Registered This is the number of registrants for the meeting. The calculation is based on those who are considered active. Fill Date The date the capacity was filled. Waitlist Waitlist Capacity Enter the capacity of the wait list registrants here. If there is no wait list, keep the default value of 0. Waitlist Available This value is calculated: Waitlist Capacity minus Current Waitlist. Current Waitlist This is the current number of registrants on the wait list. Session Information Repeated Event Text box. If an event is repeated, you cannot enter the same Parent Product/Product Code combination, so you must create multiple products with different dates and times. To group these events together in reports, you can add a user-defined Repeated Event code here. For products that are marked as daily registration products, you can also use this field to restrict web users who register for a daily rate on your e-business site to only be able to select one session option. If you want the system to display daily registration products with radio buttons during the meeting registration workflow, enter ONLY_ONE (or any other user defined phrase) in this field for each session product. The system will only allow users select one daily registration. Badge Configuration Badge Layout Search field. Allows users to define the badge configuration to be used for the meeting. Understanding Waitlists Each organization needs to decide if they want to allow waitlisting on a meeting-by-meeting basis. Not all meetings should be defined to allow waitlist, because some meetings might be scheduled in a room that only holds a certain amount of people. For example, for an annual conference, an organization might want to accept waitlist registrants for sessions to keep track of the number of participants in the room, and if they get more registrants than the room can hold, then they can move to a bigger room, release the waitlist registrants, and allow additional registrants if necessary. If an organization allows waitlisting for a meeting, it is assumed that they intended to eventually release the waitlist. The assumption is that when meeting registrants are put on a waitlist, the meeting capacity will eventually be increased and the waitlisted registrants will be "released". If a meeting has strict restrictions on room size or number of participants and there is no option to move to a room bigger or accept more participants, then the meeting should NOT allow waitlisting. For meetings that allow waitlist, once the meeting capacity is increased, the waitlisted registrants are entitled to get a confirmed registration before any new registrants. The MTG900 batch process can be run to release registrants from the waitlist in the order in which they were added to the waitlist. However, if the organization wants to manually release waitlisted registrants from the waitlist in the order which they deem appropriate, that can be accomplished manually in the back office only. To do so, you would right-click the meeting order line and select "Make Active". For example, if there a number of non-members on a waitlist, the organization may want to the release the meeting capacity to members first. If the meeting capacity is increased by more than the number of registrants on the waitlist, then there would then be enough capacity for the waitlisted registrants AND additional registrants. If registering from the web, if the capacity exceeds the number allowed for waitlist, web users can register in the open spots. Once the capacity gets reduced, the system will start putting registrants on the waitlist. For example, if the meeting capacity is originally set at 100 with a waitlist capacity of 10, once 100 registrants have registered for the meeting, the next 10 registrants will be put on the waitlist. Once the waitlist capacity of 10 is reached, no additional registrants can register for the meeting. If the meeting capacity is increased to 125, MTG900 can be run to release the 10 registrants from the waitlist or they can be manually activated. Because those 10 waitlisted registrants are given first priority, the system will only allow 15 additional registrants to register for the meeting. Once 15 additional registrants are registered for the meeting, any additional registrants will be added to the waitlist.