In the Contact module of each Attendee's record, you collect and store information about your attendees. There are numerous pre-built contact fields within EventsAir - you choose which ones you wish to include and mark as mandatory when creating your interactive registration sites.
When you are working in the Attendee Panel, Contacts is where you review, and if needed, edit information collected during the Interactive Registration process. Additionally, you will be able to create new contact records by selecting Add Contact and editing the required modules.
Duplicate contacts and auto-copy organizations
There are several functions in EventsAir to help you catch duplicate entries or copy the details of organizations already present in EventsAir. These functions occur automatically whenever you are entering a new contact to your attendee records.
Duplicate attendees
If you are manually entering New Contact details for an attendee, EventsAir will automatically check for duplicate entries and display a list of possible duplicates in a pop up screen, as shown here:
If you feel one of the displayed duplicates is a possible match, you can select that duplicate record and review/modify/update as required. If it is not a match, you can simply return to Add Contact and add your new attendee contact.
Auto copy from organization
If you are manually entering New Contact details for an attendee, EventsAir will automatically check for duplicate organizations already present in the contact database. If EventsAir finds a match, it will automatically display a popup screen with a list of possible organization matches.
If one of the displayed organizations matches the organization for your new contract entry, you can select it and all organization details (name, address, etc.) will automatically populate your contact record.
Sections included in the Contact Module
Sections of the Contact Module include:
- Name and Organization
- Photo - optional attendee photos can be uploaded here.
- Contact Details - email address, phone numbers, website and Next Action items are completed here.
- Social Media - you can enter the contact's social media account details here.
- Primary Address
- Billing Contact
- Billing Details
Privacy Settings
This is where you can Opt In or Opt Out of marketing materials. This is very important to distinguish from normal email communications (such as a confirmation email) once someone has registered for your event. Opting out of marketing will only apply when you are sending out marketing communications and have selected the appropriate check box (labelled "This is marketing") in the Communications panel.
Settings
This is where you can swap first and last names (useful for some countries), use second address, and make the record inactive.
Email Options
Selecting the email icon next to either email address opens up the Communications option so you can send emails directly from the Contacts Module.
Online Account
This section lets you define an account email and password separately from the normal login and password process for registration. This is especially useful if you need to give someone access to login on behalf of another user. Settings include:
- Edit Online Account - this is where you can set an email address for this online account and manage password options.
- Reset Password - sends out a password reset reminder to the email address created in this section.
- Account Linked to - lets you know if this online account is linked to an existing record.
- Account Disabled - click here to temporarily disable this account.
- Last Logon - lets you know the last time this account logged in to a portal or registration site.
- App Pin - you can used the App Pin to gain access to specific portals or registration sites.
Event Check-In Alerts
At the bottom on each Contact record, you can set an alert to be sent when the specific attendee checks in. You are also able to define Check In Alerts for a registration type, such as VIP Registration or Speaker Registration. Both types of Check In Alerts can be used at the same time.
Custom Fields
Any custom fields you defined in setup will be visible in the Custom Fields tab.