Attendee Details

This screen shows the details of the event attendees who are associated with one participant name. It appears when you change a participant's RSVP status to "Accepted." You can also reach this screen by selecting a name from the RSVP List and clicking on the Edit button.

If someone accepts and is attending, you need to know how many people are coming. It may be a person, a couple, or a group, if the invitee has purchased a table, for example. On this screen, you indicate how many additional people are coming, what their preferences might be, and if they want to sit with anyone from a different group.

In addition you can use this screen to add a gift and, if applicable, set a sponsorship level.

Note that if someone has responded via your online event form, all of this information is automatically added for you once you have used the Online Transaction process to bring the information into the Event Manager.

To use the Attendee Details screen, do the following:

1. If the participant is giving at a sponsorship level, select the level from the Sponsorship drop down list. This fills in the number of guests to add based on the number of seats associated with the sponsorship level you selected. If this is not the correct number for this participant, you can change it in Step 3.
2. If you have not yet added the gift associated with this acceptance, if any, click on Add Gift. This brings up the Add Gift screen where you can record the gift.
3. Fill in the number of additional guests to add and click on Go.
   1. Note that the name of the participant and his or her partner, if any, are already filled in. If one or both of these people are not coming, you can remove them from the list.
4. The list of attendee names expands by the number of seats you added, with each guest being given the last name of the participant (host) and the first name of "Guest" with a number.
   1. If you know the names of the additional guests, you can fill them in directly in the list.
   2. If you don't know the names, you can fill them in later, either by returning to this screen for from the Assign Groupings procedure.
   3. If you know some of the additional guests are already in ExceedFurther and you want this event to appear in their Bio Event tab, you should add their names in the Assign Groupings step, where you can look up names in ExceedFurther.
5. If you know that someone in the list should be seated with a different participant, you can select the alternative participant from the Seat With list.
   1. The Seat With list includes all participant names whose RSVP status is "Accepted."
6. Add any notes about each guest that might be useful when assigning them to groups.
7. If you have added some user defined fields for the attendees at this event, such as food preference, the Edit Preference button brings up those fields for each guest so you can fill them in.
8. If you need to delete one or more attendees from this list, select them by clicking on the check boxes by their names. Then click on the Delete Selected Guest button.
9. When you have finished adding the details for the attendees hosted by this participant, close the window using the x in the upper right hand corner.