Allowing Someone Else to Register on an Invitee's Behalf

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When marketing your event to busy people (and, this day and age, who isn't?), giving them the option to delegate their registration can increase your chances of a higher turnout. Referred to as an administrator in Cvent, those registering for someone else will not count towards the event's capacity. They can manage multiple registrations within the same event, receive your invitee's email, make modifications, and even submit payments on their behalf. All those overworked folks have to worry about is showing up.

Configuring Administrator Registration

1 Access the Site Designer. Begin by selecting your event. From the left-hand navigation, click Registration, then Registration Process.

If you have multiple registration paths enabled, click the name of the path from the dropdown. Then click Open Site Designer.

2 Enable administrator registration. Click on the Registration Page dropdown in the top-left, then, in the Registration Paths section, click Gear Icon next to your registration path to open its settings.

Scroll down to the Basic Settings section and toggle "Allow registration on behalf of someone else" to blue.


Allow Registration on Behalf of Someone Else

 
Then click Apply. A new option will now appear on the Personal Information page. When someone checks the "I'm registering on behalf of this person" box, they will be prompted to enter their name and email address.
 
User-added image
 

3 Customize the field labels and instructional text, if necessary. On the canvas, click the Identity Confirmation widget. Additional options will appear to the right.

Change the Administrator Registration Text, Subheader, Instructional Text, Administrator's First Name Label, Administrator's Last Name Label, and Administrator's Email Address Label, if necessary.

Click Save to preserve the draft or Publish to make it visible to invitees. Then click the X in the top-right to close out of the Site Designer.

4 Edit the Administrator Registration Notification. Publishing the feature adds an email template to your invitation lists. The Administrator Registration Notification is automatically sent when someone registers for an invitee. If you're planning on, or already have, customized the other event emails, chances are you'll want to customize this one as well.

To do so, from the left-hand navigation, click Email, then Event Emails.


If your event has multiple invitation lists, select one from the dropdown at the top.

To the right of the Administrator Registration Confirmation email, toggle Active to blue.

Activate Administrator Registration Confirmation Email
 
NOTE: You cannot manually send this email, but you can resend it from the invitee record.
 
Open the email by clicking its name. Click Design Email.

Make any necessary changes in the Email Designer. Click Save.

If your event has multiple invitation lists, you will need to repeat this process for each one.

5 Establish which emails should be sent to the administrator. From the left-hand navigation, under Email, click Recipient Settings. Select a registration path, if necessary. Then click Edit.

All of your event's emails will be listed. Check the boxes in the Administrator column for each email that should be sent to the administrator. If desired, uncheck the boxes in the Primary Registrant column for each email that should not be sent to the primary registrant.

Primary Registrant Settings
 
When you're done, click Save. Repeat these steps for each registration path, if necessary.
 
NOTE: If you also have group or guest registration enabled, determine if the administrator should receive email communication for the guest and group members in the Group Settings and Guest Settings sections.

Reporting on Administrator Registrations
 
1 Open the Email Details report. From the left-hand navigation, click Reports, then Reports. Under Email Reports, click Email Details.

2 Change the report data. Hover over Data in the top-right, then click Change Report Data.
The Selection Criteria tab opens by default. Scroll down to the Email Type section and click on the dropdown under Email Type. Uncheck the box next to "Select All" to deselect all emails. Then, check the box next to "Administrator Registration Confirmation."

Email Type

Click the neighboring tab, Fields. Keep the Full Name (found in the Contact Fields section) and Recipient Address fields (found in the Email Information section), delete any fields you do not need, and add the Registered By field (found in the Registration Information category).

Report Data Settings

Click Run. The Full Name column lists the registrants and the Registered By and Recipient Address columns show who signed them up. 

To save a copy of the report to run in the future, hover over Actions in the top-right and click Save As. Name the report and give it a description, if necessary. Then click Save.

 

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