Event Registration Count

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Lynn Taniguchi
Lynn Taniguchi
Eighth Anniversary
in Blackbaud Raiser's Edge NXT®: General Discussion
I have all these constituents (Individuals & Organizations) added into this particular event that we invited.  

This particular company have indicated they are coming and gave the two people who will be attending.

I have marked on the Organization as follows:  Response box  = Accepted and Registration box  = Registered

I then entered the names of the two people who are attending in the Guest box.

My dilemma is that it shows the company as registered and the 2 guests are registered.  When I look at the summary info at the bottom of the event it reflects 1 too many as registered.

In the "Registered" box I thought I'd leave it blank on the Company, but can't to that as it's not a table entry and it must be filled out with:  Registered, Not Registered or Do Not Register.

Initially we had it marked as "Do Not Register" (just so it wouldn't pull into the registered total), but that didn't work out as someone looking at the list assumed the Company is not coming.

Maybe I should add a new Table entry into the "Response" box as = see guest tab and back this response grouping out of our total at the end.  Would appreciate your views on this.

 
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  • Austen Brown
    Austen Brown Community All-Star
    Ninth Anniversary 2,500 Likes 1000 Comments Photogenic

    Lynn Taniguchi:

    I have all these constituents (Individuals & Organizations) added into this particular event that we invited.  

    This particular company have indicated they are coming and gave the two people who will be attending.

    I have marked on the Organization as follows:  Response box  = Accepted and Registration box  = Registered

    I then entered the names of the two people who are attending in the Guest box.

    My dilemma is that it shows the company as registered and the 2 guests are registered.  When I look at the summary info at the bottom of the event it reflects 1 too many as registered.

    In the "Registered" box I thought I'd leave it blank on the Company, but can't to that as it's not a table entry and it must be filled out with:  Registered, Not Registered or Do Not Register.

    Initially we had it marked as "Do Not Register" (just so it wouldn't pull into the registered total), but that didn't work out as someone looking at the list assumed the Company is not coming.

    Maybe I should add a new Table entry into the "Response" box as = see guest tab and back this response grouping out of our total at the end.  Would appreciate your views on this.

     

    I tried to replicate your issue, and was not able to do so. Have you calculated the number registered manually (i.e. in a Participant Query)? Are you sure that the additional registration steams from this addition of 3 registrant records? If the answer is yes to all of those, you're probably going to have to contact support.  I hope you find an answer to your issue.

  • Cathleen Mai
    Cathleen Mai
    Tenth Anniversary 100 Likes 100 Comments Name Dropper
    Yes, checking "registered" is what makes it count. We enter Organizations/ Sponsors as "do not register" - if this confuses anybody, you might add "will attend",  "will not attend" or something along these lines to the response tab to make it more clear.

     
  • Susan Walters
    Susan Walters
    Ninth Anniversary 10 Comments Photogenic Name Dropper
    I know exactly what you mean; and we check that as Do Not Register for any entity that is not a person. So corporate hosts are Do Not Register, but their guests are Registered. It is the only way to keep that status-bar head count accurate. If you change your columns to display the number of guests and the Guest Of columns, I've found that was enough to train our staff on how to read the registration list. Plus we don't usually add entries for companies that are actually not sending people. If you need to add a Registrant record for those companies, we mark them as Not Registered, since we don't really know yet if they will or won't be sending people.

    Susan

    Lynn Taniguchi:

    I have all these constituents (Individuals & Organizations) added into this particular event that we invited.  

    This particular company have indicated they are coming and gave the two people who will be attending.

    I have marked on the Organization as follows:  Response box  = Accepted and Registration box  = Registered

    I then entered the names of the two people who are attending in the Guest box.

    My dilemma is that it shows the company as registered and the 2 guests are registered.  When I look at the summary info at the bottom of the event it reflects 1 too many as registered.

    In the "Registered" box I thought I'd leave it blank on the Company, but can't to that as it's not a table entry and it must be filled out with:  Registered, Not Registered or Do Not Register.

    Initially we had it marked as "Do Not Register" (just so it wouldn't pull into the registered total), but that didn't work out as someone looking at the list assumed the Company is not coming.

    Maybe I should add a new Table entry into the "Response" box as = see guest tab and back this response grouping out of our total at the end.  Would appreciate your views on this.

     

     

  • Mergen Peries
    Mergen Peries
    Eighth Anniversary 100 Comments 100 Likes Photogenic
    I found this post while trying to find an answer to a similar question.  You guys seems to know your way arond the events tab, please help!


    How do you keep track of how many people are attending an event?  I would have thought this a vital metric for an event manager, but don't see it on any of the canned reports or the status counts at the bottom of the event tab.


    I believe 'Registration' field is used to mark when you've received a response.  The 'Response' field is to record the outcome - attending/declined.  Perfect, but why can't easily see how many people have said they'll come? You can't use the registered counts, because those registered might have declined, so the number isn't accurate (for an attending count).


    Am I missing something very obvious?!
  • Stephen Whiting
    Stephen Whiting
    Tenth Anniversary 10 Comments Photogenic 5 Likes
    Same as Mergen, saw this while looking for something similar and realized there is an Idea tab for RE and another Idea tab for RE NXT.


    Some of the Events module enhancements/corrections are addressed there, but the Events module does not seem to be getting much attention - issues over 2 years old.


    Count me in as one looking for some further development to the Events module.


    Right now, it seems the functionality is better before the even, with some obvious reporting (count) misses, but lacking for registration and payment at the event and subsequent reporting.
  • Susan Walters
    Susan Walters
    Ninth Anniversary 10 Comments Photogenic Name Dropper
    The Registration count in the event status bar will provide an accurate headcount if you only mark individuals actually planning to attend as "Registered". I mark those people as "Registered", their hosting companies as "Do Not Register", and those who have not yet responded as "Not Registered". Save the label Registered exclusively for individual bodies in chairs, and you'll have a good number in the status bar. 

    Mergen Peries:

    I found this post while trying to find an answer to a similar question.  You guys seems to know your way arond the events tab, please help!


    How do you keep track of how many people are attending an event?  I would have thought this a vital metric for an event manager, but don't see it on any of the canned reports or the status counts at the bottom of the event tab.


    I believe 'Registration' field is used to mark when you've received a response.  The 'Response' field is to record the outcome - attending/declined.  Perfect, but why can't easily see how many people have said they'll come? You can't use the registered counts, because those registered might have declined, so the number isn't accurate (for an attending count).


    Am I missing something very obvious?!

     

  • Mergen Peries
    Mergen Peries
    Eighth Anniversary 100 Comments 100 Likes Photogenic
    Thanks for the quick response guys.


    Susan, I've asked Support for help here.  I like your workaround.  For our purposes, we might have difficulty with it, because we wouldn't be able to accuratley send reminders without knowing who already responded.  Leaving 'not regisistered' for people who have replied and declined, would mean they would get a reminder.


    Will report back if I find a solution!
  • Cathleen Mai
    Cathleen Mai
    Tenth Anniversary 100 Likes 100 Comments Name Dropper
    You could use the Response field right above the Registration field to trigger reminders instead. Somebody that has declined would be marked as "not registered" - Response "declined".

    You can then query and pull reminders the same way you do for the "Registered" field.

    In addition you can use the Status field for more detail, which you can customize as well.

     
  • Mergen Peries
    Mergen Peries
    Eighth Anniversary 100 Comments 100 Likes Photogenic
    That's a good idea Cathleen.  'Registration' would be slightly innacurate, but it would solve the count problem, while still allowing accurate reminders.


    Sounds like a plan!  Thank you Susan and Cathleen for your help!

    yes

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