Open an event in the Event Maintenance screen.

If the Attendees tab does not appear in your Event Maintenance screen, there may be several different explanations:

Once the Attendee tab is visible, click on it.

It will open to the View Attendee sub-tab specified in your System Settings.  If you want to change the sub-tab it opens to, go to the General tab of System Settings, and  choose an option from the Event Maintenance Attendee drop-down list under Default Tabs.

Under the Attendees tab there are several other tabs related to various aspects of Attendee management: View Attendees, Attendee Types, Registration, Attendee & Seating and Finance.

Click the View Attendees tab.  It will open to the View Attendee sub-tab specified in your System Settings.  If you want to change the sub-tab it opens to, go to the General tab of System Settings, and  choose an option from the Event Maintenance Attendee drop-down list under Default Tabs.

The Single-View sub-tabs (Single-By Name, Single-By Type, and Single-By Company) allow you to view Attendee records one at a time. Use the black horizontal arrows next to the Name, Type and/or Company fields to scroll through your Attendee list.  The Attendee’s contact information appears in the fields in the header at the top of the tab.  If you later assign the attendee to an exhibitor company in the event, an Exhibitor flag will appear on the header information (see Chapter 6: Exhibitors and Booths, Exhibitor Attendees).

The List-View sub-tabs (All and the subsequent sub-tabs generated by the Attendee Types you define (e.g. Presenter, Member, Non-Member, Sponsor, General, etc. ) allow you to view a list of all attendees or of all attendees of a certain Type.  Use the bottom scroll bar to see additional information about the attendees.  Click to highlight the relevant Attendee in the top grid to see its related information below.

Other information related to the Attendee will appear in the bottom selection grid under the appropriate tabs:

Note the colored boxes at the bottom of the selection grid.  Each color is associated with a certain Attendee Status, according to how you set up your Attendee Status Codes under Setup | Status Codes.  The numbers in the colored boxes represent the number of attendees of each Status for this sub-tab, plus total attendees and guests.  Clicking a colored box will filter the current list to show only those attendees of that Status.

Under the Attendees tab, there is also the Attendee Types tab.  When you set up EventPro, you would have created Attendee Types in your General Lookup Tables.  If you set up a Default Sort Order for the Attendee Types in the General Lookup Tables, they will be sorted in that order under this tab.  Click on the Attendee Type heading to sort the types alphabetically.  Click on the Sort Order heading to sort the types by sort order number.

When you add new Attendees for this event and assign a Type, you will only be able to choose from the types you have assigned to the event, so ensure that you have checked all the ones you will need.

Under the Registration tab, you will be able to view information about Registration Groups, create new Registration Groups, set Registration Rate Codes, register Attendees for functions in the event, etc.  See Attendee Registration below.

To manage a specific Attendee’s registration groups, find or select the Attendee in the View Attendees tab and click on the Registration Details tab below, in the bottom section of the screen.

Under the Attendance & Seating tab, you will be able create tables and assign Attendees to tables and seats at functions.  See Attendee Tables and Reserve  Seats/Tables or Assign Attendees to Seats and Tables below.  Note that Attendees must first be registered for a function before you can arrange tables and seating.

To view the seating arrangements of a specific Attendee, find or select the Attendee in the View Attendees tab and click on the Tables/Seats tab below, in the bottom section of the screen.

The Finance tab displays the invoices and payments for all attendees.  See Review Financial Information for All Attendees in the Event below.

To learn how to create multiple attendee invoices, see Batch Invoicing for Multiple Attendees below.