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Attendees

The Attendees section on the left-hand Navigation Menu allows you to fully manage all aspects of your conference guests, referred to as “Attendees” in our software. Here, you can create and manage Attendee accounts, set up their online registration forms, check Attendees into your conference, create self-service check-in stations, and much more! Here, you will be able to do the following:

  • Manage Attendees - In this section, you can view, create and manage all of your conference guests, or Attendees. You will be able to send login instructions to attendees, view contact info analytics, and use the search filters in order to find a specific set of Attendees quicker.
  • Groups - Use this section to create and manage your groups. Groups are used to organize your Attendees into different categories in order to facilitate other features found on Conference Tracker. As an example, you can create a group for Veterans. You can then design a specific badge for your Veterans. When printing your badge, you can choose the custom badge you have designed, and choose to only print badges for a specific group, which in this case, would be the Veterans group.
  • Online Registration - Conference Tracker offers an Online Registration Form to manage your attendees' registration easily. These Online Registration Forms are completely customizable and connect directly to your Conference Tracker account, giving you full control of any registrations submitted to your conference.
  • Check-In - When attendees first arrive at your conference, you can use this feature to do their initial check-in, providing them with any hand-outs you may have for them, such as badges or maps. You can also set up self-service check-in stations on any computer, tablet, or mobile device.
  • Session Evaluation - Use this section to create session satisfaction surveys for your attendees to take. Surveys can only be completed by attendees using the Attendee app. Attendees will be asked to complete a survey upon signing in to a session, but they can also manually access uncompleted surveys using their app at a later time.
  • SMS Notifications - With these notifications, you can alert any person in your conference of the arrival of another guest via SMS. This is useful if there are any VIP guests you are expecting and would like someone to be notified of their arrival.
  • Push Notifications - The Push Notifications feature allows you to send a notification to any attendee or group of attendees who are using the Conference Attendee app. You can choose who will receive the announcements and even schedule them out for a later time. This is useful to quickly update your attendees on any news you may have for them.

Manage Attendees

The Manage Attendees section displays a list of your current conference attendees. In this section, you will be able to create new attendees, view/create groups, send login instructions to attendees and view contact info analytics. You can also use the search filters in order to search and filter out your attendees.

Here are some quick options available to you on this screen:

  • Create - Use this option to create a new Attendee. More information on this can be found below.
  • Groups - Use this option to view and manage your Attendee Groups. More information on this can be found below.
  • Send Attendee Portal Login Instructions - Clicking on this button will send login instructions to all of your listed attendees.
  • Send Profile Update Invitation: This will send the selected Attendee an email inviting them to update their profile information.
  • Contact Info Analytics - On this screen, you will see a breakdown of what type of contact info you have for all of your attendees.

Each attendee also has user-specific extra options you can access. These are located at the far right end of each attendee's name, designated by three dots. Clicking on these three dots will give you the following extra options:

  • View Attendance - Clicking on this option will show you the attendance report of the user you selected.
  • Groups - Clicking on this option will show you all of the groups this attendee belongs to.
  • Ban - Clicking this option will Ban the selected Attendee from the Conference.
  • Delete - Use this option to delete the attendee you have chosen.
    Note: This information will not be recoverable!



Create User

 Note: This is the same process used when attempting to create an Administrator, Operator, Moderator or Presenters. The only difference is the actual role chosen at the end of the form changes.

In this section, you can manually create Attendees.

  • Basic Info - Here, you can enter your user's First Name, Middle Name, Last Name, Email Address, and Card Number. Note: A Card Number will be automatically generated if left blank, or you can input a custom one if you choose to.
  • Photo - Use this section to upload a photo for your newly created user.
  • Security - In this section, you can fill out the Password for the user you are creating, whether or not their account is active, and their role in the Conference. Since we came here through the Manage Attendees section, this will default to Attendee, but you can choose other roles if you so choose to. Other roles include Administrator, Exhibitor Administrator, Exhibitor Representative, Moderator, Operator, and Presenter. Note: You can have users with multiple roles. To perform this, leave the Control (CTRL) key pressed on your keyboard, and click on each role you would like your user to have. Each role should individually be highlighted if this is successful.
  • Contact Information - In this section, you can fill out your user's contact information. This includes Phone Number, Street Address, City, State, Zip Code, and Company.
  • Title and Bio - Here, you can fill out your user's Title and their Bio.

Once you have entered all of the necessary information, press the Save Changes button to create the Attendee.

You can also import Attendees. To find out more about importing, click here



Groups

 This section will allow you to create and manage your groups. Groups are used to organize your Attendees into different categories in order to facilitate other features found on Conference Tracker. As an example, you can create a group for Veterans. You can then design a specific badge for your Veterans. When printing your badge, you can choose the custom badge you have designed, and choose to only print badges for a specific group, which in this case, would be the Veterans group.

  • Create - Clicking on the “Create” button will allow you to create a new Group. You will be asked for the Group's Name and an optional Description. Once this information is saved, the next screen will allow you to add members to your group.

Each group has extra options you can access by clicking on the three dots on the far right end of each Group's name. These extra options include:

  • Members - By clicking here, you can view the members included in this group. You can also add or delete members.
  • Print QR Labels - Use this option to print QR labels used for conference scanning for the members in this group.
  • Delete - This will allow you to delete the entire group. This will only delete the group itself, not the members of the group.
You can also import Groups. To find out more about importing, click here





Online Registration

 Conference Tracker offers an Online Registration Form to manage your attendees' registration easily. These Online Registration Forms are completely customizable and connect directly to your Conference Tracker account, giving you full control of any registrations submitted to your conference. If you have decided to use our Online Registration component, this is where you will be able to monitor and access all aspects of it. Here, you can view attendees who have registered online, edit your registration form, send payment instructions, view registration analytics, and confirm/delete registrations to your conference.

The main bulk of this page consists of all of your online registrations. Using the search filters, you can view registrations with all possible statuses, including Accepted, Cancelled, Paid & Pending, Canceled, etc. This will allow you to double-check every single registration that is submitted through the online form and make sure that everything went without any issues.

This screen has a lot of options for you to use:

  • Edit Registration Form - Use this option to create and edit your Online Registration Form for your Attendees. More information on this can be found below.
  • Share - Pressing the Share button will take you to a screen with multiple ways of sharing your Attendee Online Registration form. You can share on social networks, include it on your website or send out a direct link to the registration.
  • Coupons - Pressing the Coupons button allows you to create a coupon to give out to your Attendees if you would like to give them a discount on registration fees. When creating the coupon, you can choose different settings for it, such as the percent or amount you would like to discount, who can use it, the expiration date, and how many use the coupon has before it expires.
  • Send Payment Instructions - This option allows you to send payment instructions to every user that has not made a payment yet for your Conference.
  • Registration Analytics - This option takes you to a page that displays analytics from your attendees' registrations.
  • Online Registration Enabled/Disabled - This button will actively tell you whether your Online Registration is enabled for users to use online. If you click on this button, it will take you to the setting to change this option.
  • PayPalEnabled/Disabled - This button will actively tell you whether your Online Registration form is allowed to accept online payments via PayPal. If you click on this button, it will take you to the setting to change this option.
  • Credit/Debit Card Payments Enabled/Disabled - This button will actively tell you whether your Online Registration form is allowed to accept online credit/debit card payments through Stripe or Authorize.net. Clicking on this button will take you to the setting to change this option.
  • Bank Account Payments Enabled/Disabled - This button will actively tell you whether your Online Registration form is allowed to accept online bank account payments through Authorize.net. Clicking on this button will take you to the setting to change this option.

Apart from all of these options, each Online Registration has options that will only affect the chosen registration. You can access these by clicking on the three dots on the far right end of any registration. These options include:

  • Send Payment Instructions - By clicking on this option, it will send out payment instructions to the registrant you have chosen.
  • Confirm - By clicking on this option, you will be able to confirm the chosen user's registration.
  • Cancel - This option will cancel the chosen registration fully. (Note: Any canceled registrations are still accessible through the Search Filters. They can also be restored if need be by clicking on the three dots.)
  • Delete - This option will delete the chosen registration from Conference Tracker. (Note: Any deleted registrations are still accessible through the Search Filters, you would need to choose the status “deleted”. They can also be restored if need be by clicking on the three dots.)

Registration Status

Once you start receiving registrations, you will see a status attached to them. These are also used with the search filters provided on this page.

  • Pending - This means that the Attendee has filled out the registration form but it has not been approved. This phase is when the attendee has not paid for the Conference. From here you can select the option on the Attendee's line to “Send Payment Instructions”.
  • Paid & Pending - Exhibitors will only show up in this phase if “Auto-accept when payment received” is not turned on in the conference settings. Here you can manually accept the exhibitors who've paid their registration fees.
  • Accepted - Registrations that have been successfully confirmed. If a registration is accepted, an account for that user will be created.
  • Canceled - These will be registrations canceled from the system.
  • With Error - These are the registration forms that have been completed with errors. Several examples may be the e-mail address was formatted incorrectly like “mi ke@abc.com” or the phone number is missing a digit like “407-555-555_”. Here you'll have the ability to make these corrections.

Editing a Submitted Registration

If you click on any of the registrations that have been submitted through the Online Registration Form, you will be taken to the Registration Information page. Here, you will be able to change any aspect of that registration, view order details, and payment information. This is very useful if you have a pending registration where an attendee had submitted incorrect information, or they need to change their payment type.

Edit Registration Form

If you have already enabled Online Registration you can now edit your registration form by clicking the Edit Registration Form button. You can change the title displayed at the top of the registration form by editing the very first text box on this screen labeled Title. The default registration form will have some preset fields, but you can add your own or edit the form completely. The only three required fields that must be present at all times are First Name, Last Name, and Email.

There are 11 types of fields:

  • Title - A title on your registration form acts as a header. Use this to organize and separate different sections of your registration form.
  • Paragraph - Adding a paragraph to your form allows you to provide any additional information you would like your registrants to know. This will display as a block of text.
  • Text - Adding a text field will allow the user to input a text response.
  • Email - The email field will allow the user to input an email address. While there is already a default email field on the form, this field can be used if you would like a secondary email for any purpose.
  • Money - Adding a money field will allow the user to input an amount of money they would like to pay. This is useful for any type of custom donations.
  • Numeric - The numeric field will allow the user to input a numeric-only response.
  • Switch - Adding a switch field to your form will display an Enable/Disable toggle button.
  • Password - You can add a password field to the registration form if you would like users to create their passwords for their accounts during their registration.
  • Dropdown - This custom field will allow you to insert a drop-down menu with multiple choices.
  • Radio List - This custom field will allow you to insert a list with radio buttons. Radio lists will allow you to only pick one choice.
  • Checkbox List - This custom field will allow you to insert a list with checkboxes. A checkbox list will allow you to pick one or more choices.
In case you have multiple checkboxes or radio buttons make sure to not enable one and then save(unless that is what you want to have as the default option), otherwise that would become the default option and people will see that as the default option when registering. In order to have none option enabled again, you would need to create a new (fake) option for the list of checkboxes and/or radio buttons, then enable such fake option, save everything; now come back and delete the fake option we just created and save all, that would clear the default selection

Extra Settings

Additionally, each of these fields has extra settings you can manage, with some being unique to specific types of fields. These settings can be accessed by hovering over the field you would like to edit:

  • Changing Field Positions - You can grab any of the fields on your registration form and move them to different positions in the form. You can do this by clicking and holding on any of the fields, dragging them to where you would like to place them, and letting go of the mouse button.
  • Copy - If you hover over a field, you will see three icons on the right-hand side of it. Clicking the middle gray icon will duplicate your field at the bottom of your form.
  • Delete - If you hover over a field, you will see three icons on the right-hand side of it. Clicking the right red trash can icon will delete your field from your form.

The following settings can all be found by hovering over a field and clicking on the blue gear icon that appears on the right-hand side of the field:

  • Name - You can change the name of your custom field. This name will not be displayed anywhere in the form. This is more for back-end and organizational purposes.
  • Text - Reserved for the Title and Paragraph fields, the text setting will change what is displayed in either of these fields.
  • Required - By toggling the Required setting on, your registrants will be required to fill out this field in order to complete their registration.
  • Label - The label setting for your fields will change the title/label to the left of the field.
  • Help Text - You can use this to add any additional information about a field you would like your registrants to have access to. The help text will be displayed under the custom field.
  • Repeat Password Label - When using the Password field, your form will have two fields generated: Password and Repeat Password. With this setting, you can change the label/title of the second field, Repeat Password, to display a different text.
  • Minimum Length - This only applies to the Password field. Here, you can change the minimum number of characters you would like the registrant's password to be.
  • Show Priced Options - When available, this will allow you to add pricing to your options. This is only available on Radio Lists, Checkbox Lists, and Dropdown fields.
  • Options - Only available in Radio Lists, Checkbox Lists, and Dropdown fields, this option allows you to add/edit/remove your list of options you would like to provide your registrant.

Visible, Groups, and Shows

We have set these three extra settings apart due to the fact that, while some of them can be used individually, they work to their full extent in tandem. With these three settings, you can Group multiple fields in your registration form together, set them all to Not Visible, then use the Shows setting to add an option that reveals every grouped field if a specific option is chosen.

  • Groups - You can use the Groups setting to group together multiple fields. Where available, you can press the blue Plus button to add this field to a Group of your creation. As long as all other items desired in this group have the same Group name, they will be grouped together. Fields that are in the same group will be noted by the group title being displayed under the field name.
  • Visible - This option can hide a field from view on your registration form. This is useful if you would like to temporarily remove a field from view. Any setting that has been set to Not Visible will be noted by a crossed-out red eye symbol next to the field's title.
  • Shows - This extra setting is only available in the following fields: Switch, Dropdown, Radio List, and Checkbox List. When any switch or option is chosen, you can set the Shows setting to reveal a previously hidden field or group of fields.

Here's an example of all three of these extra settings working together:

In the first image, we see the Drop Down field extra settings. Under the Options settings, each answer you add will have the Shows setting beneath it. Here, we've chosen the answer Yes to use the Shows setting to Show Group1. In the second image, we see that all of these fields that have been added to Group1 are all set to Not Visible.


Now that all of those settings have been set, below we can see an animation of the results. We have a Drop Down field asking if we'd like to see more questions. Choosing No, nothing happens. Choosing Yes, we see all of our hidden Group1 fields show up immediately.


Once you are finished editing your Registration Form, you can click on the green Save Changes button on the bottom.

Check-In

 When attendees first arrive at your conference, you can use this feature to do their initial check-in, providing them with any hand-outs you may have for them, such as badges or maps. You can also set up self-service check-in stations on any computer, tablet or mobile device. For more information on self-service check-in stations, click here.

If you attempt to access the Check-In section before or after your conference dates, you will instead see a Check-In (Closed) page. If you would like to test this feature out, we recommend adding the current date as a conference date and removing it once you are finished trying this out.

Checking Users In

In order to check a user in, search for their name in the Check-In section. Once you have selected their name, you will be able to select which handouts were given, type in any notes about the check-in, and look for previous check-ins. Once you are done, you can click the green Check In button at the bottom of the page. You can also check the user in and print their badge at the same time by clicking on the blue Check-In & Print Badge button.

Session Evaluation

This section allows you to create session satisfaction surveys for your attendees to take. Surveys can only be completed by attendees using the Attendee app. Attendees will be asked to complete a survey upon signing in to a session, but they can also manually access uncompleted surveys using their app at a later time. Each survey question can be answered using a number scale of 1 to 5. You can customize two different surveys: the default survey and the session-specific survey. The default survey is asked instead if you don't create a session-specific survey for a certain session. You also have the option of restricting attendees from earning credits until they've completed a survey.

  • General Configuration: You will be able to enable and disable session evaluations here by either marking or removing the check on the Enable session evaluation surveys box. Marking the Allow open comments box will give the attendees a chance to write a text comment at the end of each survey.
  • Customize default survey: This section allows you to create the questions for your default survey.
  • Customize session survey: This section allows you to create the questions for each session. Search up the session you would like to create a survey for and you will be able to change the questions asked on the survey.

SMS Notifications

 With these SMS Notifications, you can alert any person in your conference of the arrival of another guest via SMS. This is useful if there are any specific guests you are expecting and would like someone to be notified of their arrival. In order for this feature to work, your notification recipient must have an active phone number listed on their Conference Tracker profile.

When creating a notification, you will be asked the following information:

  • Attendee - This is the Attendee whose arrival you would like to announce.
  • Send Notification To - This is the user you would like to alert of the Attendee's arrival.
  • Message - Here you can edit the message sent to the user. Using the tag {Name} will auto-fill the Attendee's name on your message.

Once completed, you can click on the green Save Changes button at the bottom of the screen.

Push Notifications

This function allows you to send a notification to every attendee using the Attendee app. If push notifications are enabled on their devices, they will appear as one. Attendees are also able to access past announcements using their app. Twitter integration is also possible, allowing tweets to be sent as live announcements.

Creating an Announcement

You can send an announcement immediately or schedule announcements to be sent automatically at certain times. Follow these steps to create an announcement:

  1. Enter the title of the announcement. This is the message that will be displayed when the attendee first sees the announcement.
  2. Optionally, you can enter additional text to the announcement. The attendee will be able to read this additional text if they open the announcement on their app.
  3. Audience - The default setting is to send the announcement to every attendee. However, you can choose to send the announcement to a specific attendee, as well as to the attendees of a specific session or group.
  4. Delivery If you have this setting set to Now, simply finish the announcement by clicking on the Send Now button. If you choose to schedule a date and time, you must select a day and time to send the announcement. Click on Schedule to finish scheduling your announcement. Conference Tracker will automatically send out the announcement at the appointed time.

You can view all past and future announcements made by clicking on View All Announcements.

If you schedule an announcement, make sure that it is exactly how you want it. You can not make changes to an announcement once you've scheduled it.

Extra documentation