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Tracking Event Attendance

This section discusses how to:

Page Name

Definition Name

Navigation

Usage

Event Attendees

EVENT_ATTENDEE

select Campus Community, then select Campus Event Planning, then select Event Management, then select Event Attendance, then select Event Attendees

Identify individuals invited or scheduled to attend an event, and specify their guest relationships, if any.

Attendee Meetings

EVENT_MEETING1_SEC

Click the Meeting button on the Event Attendees page.

Identify the meetings to which an attendee is invited and the status of his or her attendance.

Event Attendee Address

EVENT_ATND_ADDR

select Campus Community, then select Campus Event Planning, then select Event Management, then select Event Attendance, then select Event Attendee Address

Enter and track attendee addresses for an event.

Access the Event Attendees page (select Campus Community, then select Campus Event Planning, then select Event Management, then select Event Attendance, then select Event Attendees).

Image: Event Attendees page

This example illustrates the fields and controls on the Event Attendees page. You can find definitions for the fields and controls later on this page.

Event Attendees page

Field or Control

Definition
Attendee

The number of this individual on the list of attendees for this event. For example, attendee 00015 is the 15th attendee on the list of attendees in the system for this event.

Note: If you are entering an attendee for the first time, the Attendee field is all zeros. Do not override this value. After you enter data and save the page, the system assigns and displays the next sequential attendee number.
Meeting

Click to access the Attendee Meetings page, where you can identify the meetings to which the attendee is invited.
ID

The attendee's ID, if he or she exists in your database.

Name

When you select the attendee's ID, the system automatically displays the individual's name here.

If the attendee does not exist in your database, you must enter the attendee's name here.

External Organization ID

The organization's ID, if the attendee is from an organization in your database.
Name

When you select the organization's ID, the system automatically displays the organization's name here.

If the organization does not exist in your database, you must enter the organization's name here.

Guest of Attendee

The attendee number of the individual whose guest this individual is. An attendee can have multiple guests.

Note: You must first create guests as new entries on the list of attendees. You can then select them from that list and associate them as guests of the attendee described on this page.
Guest Relationship

The relationship between the host attendee and the guest attendee. If a guest is identified, the guest relationship is required. If you do not know the relationship, select Unknown.

When you save the page, the system lists all guests of the host attendee at the bottom of this page.

Values for this field are delivered with the system. You can modify these.
Relationships

Click this link to access the Relationships search box page, where you can create or review a relationship between two individuals in your database.

Guest Relationship values are independent of the relationships that you set up on the Relationships page. Guest relationship is a quick method of identifying the association between two attendees specifically for an event.

Access the Attendee Meetings page (click the Meeting button on the Event Attendees page).

Image: Attendee Meetings page

This example illustrates the fields and controls on the Attendee Meetings page. You can find definitions for the fields and controls later on this page.

Attendee Meetings page

Meetings

Field or Control

Definition
Event Meeting

The number of the meeting to which you want to invite the attendee.

When you select the meeting, the system automatically displays the description, date, and start and end times for that meeting from the Meeting pages.
Status

The status of the individual's attendance for this meeting. Status values are Attended, Invited, Not Attend, and Will Attend.

Values for this field are delivered with the system. Do not modify these values in any way. Any modifications to these values could require substantial programming effort.

Access the Event Attendee Address page (select Campus Community, then select Campus Event Planning, then select Event Management, then select Event Attendance, then select Event Attendee Address).

Image: Event Attendee Address page

This example illustrates the fields and controls on the Event Attendee Address page. You can find definitions for the fields and controls later on this page.

Event Attendee Address page

Phone/Address Information

Field or Control

Definition
Phone Type

The phone number to use for contacting this attendee.

If the attendee has an ID in your database, the system displays the Home phone type and home phone number associated with the home address specified on the Installation Table - SA Options page. You can select a different phone type.

If the attendee does not have an ID in your database, enter the phone number manually.
Address Type

The address to use for contacting this attendee.

If the attendee has an ID in your database, the system displays the Home address type and home address data specified on the Installation Table - SA Options page. You can select a different address type.

If the attendee does not have an ID in your database, enter the address manually.
Attendee's Phones

Click to access the Phone Number page, where you can add or edit the phone numbers for this attendee.
Attendee's Addresses

Click to access the Addresses page, where you can add or edit the address data for this attendee.