Events Maintenance - Current Attendees tab - Attendee Details sub-tab

Use the Attendee Details sub-tab of the Current Attendees tab to maintain details about people invited to attend the event, including their spouses.

Note: Use the Attendee Guests sub-tab to maintain the guests of the invited person. See Events Maintenance - Current Attendees tab - Attendee Guests sub-tab.

Opening the Attendee Details sub-tab

To open the Attendee Details sub-tab:

Select Module > Development > Events Maintenance from the main menu.
Tip: You can also access the development functions by clicking .

The Set Events Search Criteria window is displayed.
Select the event. See Searching for events.
The Event tab of the Events Maintenance window is displayed.
Click the Current Attendees tab.
The Attendee Details sub-tab of the Current Attendees tab of the Events Maintenance window is displayed.

Events Maintenance - Current Attendees tab - Attendee Details sub-tab key fields and buttons

Current Attendees tab fields and buttons

Tip: You can use the Name search bar field to quickly find attendees.

Fields

Field	Description
Name	Name of the attendee.
Status	Display only those attendees with a status selected from the drop-down list. Note: This Status field is used to select records to view, whereas the other Status fields in the grid area, on the Attendee Details tab, and in the right-click menu relate to each attendee.
Only Show Attendees with no Status	Select to only display attendees that do not have a status. Attendees are given a status when they reply to an invitation. Tip: Use this field to get a list of attendees who have not yet replied.
Count	Number of primary records in the event.
People	Number of people in the list, including guests. Tip: Use the Status field to get counts of all those attending an event.

Grid area fields

Field	Description
Name	Mailing name of the attendee.
Status	Attendance status code for the attendee. For example, ATT - Attending. Note: The values in this field are defined using the luCommunityCurrEventStatus lookup table. See luCommunityCurrEventStatus lookup table.
# Guests	Number of guests attending the event with the attendee.
Address	Home address of the attendee.
ID	Community ID of the attendee.
Surname	Surname of the attendee.
Preferred	Preferred name of the attendee.
Given 1	First given name of the attendee.
Given 2	Second given name of the attendee.
Mobile Phone	Mobile phone number of the attendee.
Email address	Email address of the attendee.

Buttons

Button	Description
	Add or delete community members to an event in bulk. The Events Bulk Add/Delete window is almost identical to the Communications Bulk Add/Delete window. See Adding or deleting community members to communications in bulk. Note: The fields on this window change according to your selection in the Constituency field. See Additional selections for the Communications or Events Bulk Add/Delete window for examples.
	Add a community member to the current event, using the Find Name on Community window.
	Delete the highlighted attendee from the current event.
	Launch into Community Maintenance for the primary contact of the highlighted donor or prospect. See Maintaining community members in the Community manual.
	Launch into Development Maintenance for the highlighted donor or prospect. See Maintaining donors and prospects.

Attendees Details sub-tab fields and buttons

Fields

Field	Description
Status	Status of the attendee. For example, whether attending or unable to attend. Note: This Status field relates to each attendee, whereas the other Status field above the attendees grid is used for selecting records to view.
Primary Only	If selected, only the primary contact is invited. The default is to include the attendee and their spouse, if they have one. Note: This field is not editable. To select or clear this field, use the button.
Bulk Movable	If selected, this attendee can be moved to the Past Attendees tab once the event is concluded. Clear if you want this guest to remain in the Current Attendees tab. For example, staff members can attend multiple events.
Table Name	Name that the table is known by, if tables are used at the event. For example, tables can be given humorous names for a trivia night event.
Table Number	Nominate the table that the attendee is seated at, if numbered tables are used at the event.
Table Captain	Select to indicate that the attendee is the nominated leader for the table, if tables are used at the event.
Cost	Cost of each type of ticket. The costs are defined using the Attributes tab of the Events Maintenance window. See Events Maintenance - Attributes tab.
Tickets	Number of tickets issued to the attendee.
Deposit Rcvd	Amount of the deposit received.
Total Rcvd	Total amount received so far.
Comment	Add any general comments about the attendee and their guests. If a person was bulk-added, this field also contains the line number and constituency, to differentiate bulk-added groups. For example, the first group that is added into the communication has line number 1 and their constituency, and so on.

Buttons

Button	Description
	Exclude spouse from the invitation.
	Swap the primary contact with the spouse for this event only.

Attendee Details sub-tab - <Attendee's name> sub-sub-tab fields

Select the attendee you want to maintain then update the following fields, as required.

Field	Description
Dietary Requirements	List any special dietary requirements for the selected person. For example, the primary person may be a vegetarian while their partner may be a vegan. Note: This field is automatically populated with the value from the Dietary Requirements field on the Other tab of Community Maintenance. See Community Maintenance - Other tab in the Community manual.
Physical Requirements	List any requirements to cater for particular physical needs. For example, wheelchair access is required. Note: This field is automatically populated with the value from the Physical Requirements field on the Other tab of Community Maintenance. See Community Maintenance - Other tab in the Community manual.

Attendee Details sub-tab - Times sub-sub-tab fields

Field	Description
Start Date	Date if the starting date of the person's attendance is different from the event's starting date. For example, an event can cover several days but the person only attends for part of the event.
End Date	Date the person finishes attending the event, if this is different from the event's end date. For example, an event can cover several days but the person only attends for part of the event.
Hours	Number of hours the attendee attends the event.

Attendee Details sub-tab - Tickets sub-sub-tab fields

Field

Description

Ticket type

Lists all the types of tickets available for this event. For example:

Adult
Student
Concession.
The ticket types are defined using the Attributes tab of the Events Maintenance window. See Events Maintenance - Attributes tab.

Cost

Cost of each type of ticket. The costs are defined using the Attributes tab of the Events Maintenance window. See Events Maintenance - Attributes tab.

Override

Select to override the ticket price. For example, offer a discount to this particular attendee.

Attendee Details sub-tab - Attributes sub-sub-tab fields
Set any user-defined attributes for the event. For example, the attendee or their spouse:

needs disabled access
is a past student
has a VIP (very important person) status.

The fields that appear on this tab are the attributes for the event that are defined using the Attributes tab of Events Maintenance. See Events Maintenance - Attributes tab.