Registration of representatives

What are representatives?

Representatives are individuals who are registered to attend an event on behalf of another guest. Here are some key points regarding representatives:

• The primary contact remains the sender for campaigns and notifications.
• The e-ticket is issued in the name of the representative.
• In the admin area, it is recorded that someone other than the original contact will attend the event.

Typical use cases

• Registration and communication via third parties, such as personal assistants.
• Registration of representatives for general meetings.
• Registration of employees for training sessions or courses, where communication is handled by the employer.

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Configuring representatives in the admin area

To enable representatives for your event, follow these steps:

1. Edit the event: Go to the admin area and edit the event.
2. Configure authorisation groups: Open the desired authorisation group(s) for which representative registration should be enabled. If only a specific group of guests should be able to register representatives, you can create a dedicated authorisation group for them.
3. Activate the functionality: Enable the representative function.
4. Configure the registration form: Set up the registration form for representatives. The template for this form is inherited from the configuration on the workspace, just like the template for the primary booker.

How does the registration of representatives work?

Guest view

During the booking process, the primary contact can specify that another person will attend the event as a representative. However, the primary contact remains the main point of contact for communication and will receive all campaigns and notifications. The e-ticket, on the other hand, is issued in the name of the representative. The check-in app will also display the representative rather than the primary contact. Guests can add representatives to the waiting list, register accompanying persons, or make bookings on request.

Admin view

After registration, representatives can be viewed within the primary booker’s booking. Separate contact records are not created for representatives, and they cannot be contacted via campaigns or notifications. Under ‘booked options’, you can view the guest list. If you apply a filter for a specific booking option on the right-hand side, the guest list will display all persons registered for that option.

Editing bookings with representatives

Representatives can be added to an existing contact. This function can also be used retroactively, for example, if a booking needs to be transferred to a third person due to a last-minute change and payment has already been made.

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Check-in and e-ticket

For representatives, the e-ticket is issued in the name of the representative. However, the ticket is sent to the email address of the primary contact.