Knowledge Base

Manage Group Registrations


Frequently Asked Questions

#1 How to add a Group Administrator for a Group Registration?

NOTE: First the administrator of the group registration needs to have a contact profile in the system. If not, then you need to add contact for the group administrator. Once the group administrator contact profile has been created, you need to add the group.

How do I check if the group administrator has a contact profile?

  1. Click Dashboard
  2. Click Contacts module
  3. Search for the individual
    • If there is a match, then proceed to Add the Group
    • If there is no match, then click Add Contact and complete the profile fields and add the contact

Add the Group

  1. Click Dashboard
  2. Click Attendee module
  3. Click Add Group in left side menu
  4. Enter the Group Name
  5. For Group Main Contact, enter the lastname of the group administrator and click on the row the person appears in the search results
  6. Click Add New Group button

Now, when the group administrator logs in, they will have access to the Group Registration where they can register multiple people from the same organization.

For steps on how to add an existing registration to a group - click here to see steps


#2 How to Substitute an Attendee with Another Person in a Group Registration?

  1. Click Dashboard
  2. Click Attendee module
  3. Click Manage Groups in left side menu
  4. Click on the row the Group appears on in the list
  5. Click See All Group Members in the right side menu
  6. Click Edit Registration button for the name of the person who is no longer attending
  7. Click Admin in horizontal menu
  8. Select Substitute Attendee
  9. Locate the name of the person who will be taking over the registration
    • NOTE: The person taking over the registration must exist in the system already. If not, you need to Add contact first before performing this step
    • if the person does not appear in the dropdown list, this means the person already has an existing registration. You will need to delete the original registration invoice.
  10. Add a Fee, if applicable
  11. Click Process Substitution to apply the change

#3 How to add a person to a Group Registration?

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Manage Groups in left side menu
  4. Click on the row the Group appears on in the list
  5. On the far right side, click Add New Group Members
  6. In the Add Existing Contacts, search for the individual,
    1. Click on the matching name, then click Add Existing Contact as Attendee button
    2. If no matches appear, go to the Add Contact section of the screen
    3. Enter the name and email address, then click Add New Contact as Attendee button


#4 How to Download a Group Invoice?

  1. Click Dashboard
  2. Click your Attendee Module
  3. Click Manage Groups in left side menu
  4. Click on the row the Group appears on in the list
  5. Click Group Invoice in the horizontal menu
    • This will prompt you to save a PDF of the invoice.


#5 How to Email the Individuals on a Group Registration?

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Manage Groups in left side menu
  4. Click on the row the Group appears on in the list
  5. On the far right of the screen, click Email Group Members button
    • This will open an email compose screen.
  6. Click Send Email button


#6 How does a group admin make a separate payment for each individual on the group invoice?

It is not possible to submit partial payments against a group registration, it must be paid in full.

If you wish to submit partial payments, then the current registration must only contain those you wish to make a payment for, then complete the check-out process. Then return to the group registration to add more registrations and then submit another payment.


#7 How to change a pending PO / Check payment so a Credit Card may be used for Payment instead?

If you want to remove a pending PO or Check payment so that a credit card may be used for payment instead, you will need to edit each individual's registration to remove the pending PO or Check payment.

  1. Click Dashboard
  2. Click Attendee module
  3. Click Manage Groups in left side menu
  4. Search for the relevant group registration
  5. Click on the row, the group registration appears on
  6. Click Admin in horizontal menu
  7. Select Current Group Members
  8. Click Edit Registration for an individual on the invoice who is showing as 'Pending'
  9. Click Payments in horizontal menu
  10. Select Manage Payments
  11. Click Edit beside the PO
  12. On the right side of the screen, enter text in the Note field for Delete Payment e.g. remove PO/Check - wants to pay by CC
  13. Click Delete Payment button
  14. Repeat steps 6 to 13 for each person until there are no more POs/Checks listed on the invoice
  15. Once all POs/Checks are cleared, perform a 'login as' and checkout via Credit Card or you may ask the group admin log in and submit payment on the group invoice by Credit Card.

#8 How to change the Group Administrator for a Group?

  1. Click Dashboard
  2. Click Attendee module
  3. Click Manage Group in left side menu
  4. Click on the row the group appears on or use the search tool to find it
  5. Click Admin in horizontal menu
  6. Select Group Settings
  7. Under Main Contact group, select from the dropdown the name of the new group administrator
  8. Click Update Group Settings button

#9 How to add an individual registration to a group registration?

If an individual has already created an individual registration in the system and you wish to add it to an existing group registration or create a group registration for it, follow the below steps for:

If the group already exists:

If the group does not exist yet:


#10 How to apply a Credit to a Group Registration?

  1. Click Dashboard
  2. Click Attendee module
  3. Click Manage Groups in left side menu
  4. Search for the relevant group registration
  5. Click on the row, the group registration appears on
  6. Select See All Group Members on the far right side
  7. Click Edit Registration for the specific individual invoice to apply the credit
  8. Click Payments in horizontal menu
  9. Select Create Credit
  10. Enter the Credit Amount
  11. Enter a Credit Note reason
  12. Select Yes for Mark Credit as Processed
  13. Click Add Credit
    • Note: This only records a credit
  14. You will need to login to your payment gateway account to issue an actual refund to the credit card that is equal to the credit amount.

#11 How to remove a person from a Group Registration?

  1. Click Dashboard
  2. Click Attendee module
  3. Click Manage Groups in left side menu
  4. Click on the row the Group appears on in the list
  5. Click See All Group Members in the right side menu
  6. Click Remove from Group button for the name of the person to be removed
    • NOTE: if you want to delete the entire registration, click Remove and Delete Invoices button.

If you wish to add the removed person to another group

  1. Click Manage Groups in left side menu
  2. Click on the row the Group appears on in the list
  3. Click Add New Group Members in the right side menu
  4. Under the Add Existing Contact section, search for the removed person and click Add Existing Contact As Attendee
  5. If applicable, click Edit button beside the individual to edit their registration.

#12 How to edit a group member's registration?

  1. Click Dashboard
  2. Click Attendee module
  3. Click Manage Groups in left side menu
  4. Click on the row the Group appears on in the list
  5. Click See All Group Members in the right side menu
  6. Click Edit Registraiton button for the person you want to edit
  7. Apply the changes you want to the person's registration.
Overview

Defining groups for attendees is useful for applying variable pricing methods in the registration fields. It also is very important in communicating with the different groups at once, and has many more uses within the system.

Option 1 Standard:

A "group administrator" can start their registration process by creating a group (organization/institutional) profile. The group admin can then add colleagues/profiles to that group registration. The group admin can build up the attendee registrations, and pay for all of the registrants at the checkout screen. Each group member would be emailed their confirmations and can then log into the registration system and update/manage their registration profiles, add items, and pay for additional registration items themselves or the group admin can pay for the outstanding invoice items for the individual attendees.

Option 2 Non-Standard:

Group admin purchases x number of tickets - e.g. 10. After checkout, they get a code that can be used 10 times. Admin can distribute this code as they wish, and users register themselves

X-CD Technologies (pronounced "Exceed"!) has been supporting the association and conference industry since 1995. All of our software modules are proprietary and developed in-house which gives us the flexibility to make customized changes to meet all of our clients unique needs.

We have offices in both San Francisco and Toronto and a network of conference management organizations and suppliers worldwide that can help and serve your needs wherever your next conference venue is located.

Our clients include both small and large associations and conferences and events range from as small as 100 to 5,000 attendees. Our client base includes universities, corporations, associations, private companies, conference management groups and government.

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