Siebel Events Management Guide > Registering for an Event >

Registering an Account (for Finance customers)

You can control which contacts can register for an event by registering an account and issuing invitations to specific contacts associated with that account. Control of which contacts can register is determined by the registration status value you select for the account.

The status value that affects account contacts' (namely, company employees) ability to register is Invited. If the account is registered for the event with a status of Invited, all contacts associated with the account can view the event listing on the Events Web site home page and register for the event.

Once an account is registered, the contacts themselves are not registered until action is taken to register individual attendees or attendee lists. An individual attendee can be registered by yourself, the administrator, as described in Registering an Attendee, or by the contact, as described in End-User Procedures for Self-Registering for an Event. A contact list can only be registered by an administrator, as described in Registering One or More Attendees.

It is important to note that an individual attendee can still be invited directly to an event, whether or not that attendee's account is registered for the event. If an attendee registers for an event prior to the attendee's account being registered for the event, the account is automatically registered for the event with a status of Restricted Invite.

Additional considerations for registering accounts are as follows:

• An account can be registered for an event, which automatically registers the account for the event.
• An account can be registered directly at the session level.

The following procedure describes how to register an account for an event.

To register an account for an event

1. From the application-level menu, choose Navigate > Site Map > Events > Events.
2. In the Events list, select and drill down on the event.
3. Click the Participants view tab and then click Company Registration.
4. To register an account, click the Add Attendee button in the Account Registration list. The button is available when the event Status is set to Launched.
5. Choose a registration status according to the visibility and registration options you want to make available to account contacts.

   If you want contacts associated with the account to be able to view and register for the event, choose Invited in the Registration Status field.

   The following table describes typical Registration Status values.

   Field	Comments
   Attended	Indicates the potential attendee actually attended the event plan, event, or session. Enter this value only after attendance has occurred.
   Cancelled	Indicates the potential attendee reversed their previous acceptance before the cancellation deadline.
   Confirmed	Indicates the participant completed the registration process.
   Invited	Causes the event to appear in the invitee's My Invitations list on the Web site.
   No-show	Indicates the potential attendee was confirmed for the event, but did not attend the event.
   Pending	Indicates the potential attendee has been invited, but has not responded.
   Walk-In	Indicates the attendee was not confirmed prior to the event, but did attend the event.

Registration Workflow

Siebel Events Management uses workflow rules to eliminate redundant data entry during the registration process.

• If the contact's company is not registered, Siebel Events Management workflow registers the account for the event (with a status of Restricted Invite)
• If the contact's company is registered, Siebel Events Management workflow registers the account for the event (with a status of Restricted Invite)

Figure 4 illustrates the process for attendee event registration.

Figure 4.  Attendee Event Registration

NOTE:  Pre-Registered in the preceding workflow indicates that the attendee has already been registered.

The event plan and event registration records do not remain synchronized throughout the event management process. If you register an attendee in error, the workflow process still creates a corresponding registration record for the:

• Attendee for the event plan
• Attendee for the event
• Account for the event plan
• Account for the event

If you recognize this error and manually delete the individual from the Attendees list, no further workflow is engaged.

If you want to eliminate all history for the erroneous registration, you also need to manually delete the individual from the Attendees list for the parent event. You will also want to check to see whether any other employees from the account have been registered. If not, you will want to delete the registration records that were created for the account when you erroneously registered the account employee. The account attendee records are created at both the event plan and event levels.

Maintaining up-to-date account attendee records is important because:

• These records supply the data for account attendee reporting, indicating how many accounts attended the event.
• These records determine whether the employees of a given company will be able to see the event listed in the Upcoming Events list in the Event home page.

NOTE:  Registered contacts continue to see the event in the My Events list.

Session Registration and Activity Records

As part of session management, the workflow performs the following tasks:

• When a session is first created, the workflow creates an Activity record to track that session, and sets the Activity Type = Session.
• When an event manager registers a person for the session, the workflow adds the person's name to the list associated with the Activity record.

These workflow activities are generated so that all internal employees who are registered for a session can see that session displayed on their personal calendar within the Siebel application (shown in the Calendar screen). In addition, for all external contacts who are registered for a session, an Activity of Type = Session shows on the contact-centric calendar, which is found in the Contacts screen, Calendar view.

Figure 5 illustrates the workflow triggered during session registration.

Figure 5.  Session Registration Workflow

Removing a Session Activity

If you register an attendee for a session in error, you need to remove the session activity from the attendee's personal calendar. This requires deleting the individual from the Attendee's list for the session, then removing the attendee's name from the Contacts field in the Activities form.

The following procedure describes how to remove a session activity from an attendee's personal calendar.

To remove a session activity from an attendee's personal calendar

1. From the application-level menu, choose Navigate > Site Map > Events > Sessions.
2. In the Sessions list, and select and drill down on the session.
3. Click the Participants view tab, and then click Attendees.
4. In the Attendees list, select and the attendee from the list and click Cancel Registration.
5. From the application-level menu, choose Navigate > Site Map > Activities > All Activities.
6. In the Activities list, select the activity.
7. In the Activity form, from the Contact's field, click the select button.
8. In the Contacts dialog box, select the attendee and click Remove.

Troubleshooting Registration

If you are experiencing difficulty submitting credit card information using the Shopping Cart, make sure that Siebel Events Management is properly configured for the database software in use. For more information, see Installing and Configuring Events Management.

Canceling Registrations and Using the Waiting List

In Siebel Events Management, registration can only be canceled from administrative screens. End users that want to cancel their event or session registration must contact the organization holding the event and ask that an administrator cancel the registration.

When an event registration is canceled, all registrations for specific events and sessions associated with the event are canceled as well. Likewise, if an event registration is canceled, so are all registrations for specific sessions of the event. However, if a session registration is canceled, the event registrations are not canceled.

When the administrator cancels a registration for an event or session that is full, a seat becomes available. However, in some cases, it may be desirable to prevent a seat from becoming available. To prevent a seat from becoming available, the administrator should reduce the capacity immediately prior to canceling the registration.

If the capacity is not reduced, and a seat becomes available, it is allocated to the next user whose registration is added by the administrator or whose registration status is changed from Waitlisted to Confirmed, whichever comes first. In other words, after a seat becomes available, it is recommended that administrators immediately change the registration status of the next wait listed person to Confirmed. Otherwise, a new registrant may accidentally be given the seat designated for the wait listed person.

The following procedure describes how to cancel an event registration from an administrative screen.

To cancel a potential attendee's registration for an event

1. From the application-level menu, choose Navigate > Site Map > Events > Events.
2. In the Events list, select and drill down on the event name for which you want to cancel a registration.
3. In the Details form, note whether the potential attendee is due any refund of fees, and, if so, the amount to be refunded.
4. In the Events form, if you want to prevent a seat from becoming available because of the cancellation, reduce the Event Capacity by one. For example, if the Event Capacity is 100, manually change the field to 99.
5. Click the Participants view tab, and then click Attendees.
6. In the Attendees list, select the person to be canceled and click Cancel Registration.
7. Use your organization's standard procedure to provide any refund due to the person whose registration was canceled.

   NOTE:  It is possible to delete the registration record, rather than set the registration status to Cancelled, but this is not recommended. Deleting the record completely removes information about the registration that can be used to track the number of cancellations, to perform refunds, and so on.

After canceling a registration, the Event form shows that Openings increased by one and Seats Taken decreased by one.

You can give the new seat to the first person on the waiting list, as described in the following procedure. To do this, you first identify the person on the waiting list who has the oldest claim to an open seat. Next, you confirm their interest and availability for the event. Then, you change that person's registration status from Waitlisted to Confirmed. The following procedure is specific to an event, however, the concept can also be applied to an event or a session registration.

To allocate an open seat to a person on the waiting list

1. From the application-level menu, choose Navigate > Site Map > Events > Events.
2. In the Events list, select and drill down on the event for which a seat has become available.
3. Click the Participants view tab and then click Attendees.
4. In the Attendees list, click the menu button and choose Columns Displayed.
5. In the Columns Displayed list, make sure the Registered column is displayed.
6. In the Attendees list, click Query.
   1. In the Registration Status field, select Waitlisted.
   2. Run the query to display all currently wait listed attendees.
7. In the Registered column header, click the up arrow to sort the listings by registration date and time.

   The person with the oldest listing on the waiting list is displayed in the first row of the list.

8. Confirm the potential attendee's interest and availability for the event.
9. In that person's record, change the Registration Status from Waitlisted to Confirmed.