As an Event Organizer, you may encounter individuals that wish to attend your event but are unable or unwilling to register themselves online.
This is a common scenario when:
The individual does not have access to a computer, may not have an email address (gasp... we know!), or may simply be afraid of all things modern.
You have special guests (VIPs) that you don't want to ask to fill out a registration form.
You may have people that have already signed up for your event prior to switching your event to ClearEvent and now you want to add them to the system.
Regardless of the reason that you need to manually register a guest, it's to the benefit of the event to have everyone registered in ClearEvent so all your registrations are in one place.
The good news is that it's easy to manually register on behalf of another individual provided that you have their consent to do so. Read on to lean how.
How to manually register on behalf of another person?
Here's the scenario, let's say you wish to register a VIP guest ("Clara Evans") for your "FinTech Summit" event.
How to perform a manual registration:
Go to the Event Manager App > Registrants section > Forms tab.
Select the desired registration form you wish to use to register the guest and click the Edit (pencil) button.
Click the Preview button to open the registration form.
Alternately, if you wish to use a Special Access Fee to register the guest, go to the Fees tab, select the Special Access Fee from the fees list and click Edit (pencil). In the Edit registration fee popup window, click the Advanced tab. Next, click the link button beside the Special Access Link setting to open the registration form and display the desired Special Access Fee.
Go to the desired registration form you wish to use to register your guest. You can access the registration either through the Event Manager App > Registrations section > Forms tab, or through the Event Portal > Register section.
If you are already signed in to your ClearEvent Account, in the Registrant Details section of the registration form, you'll see a "Copy from my account" button. Since you are registering on behalf of someone else, you should ignore this button and instead fill in the registrant's details.
In the Registrant Details section, enter Clara's personal details into the registration form and fill in all required fields. The Registrant Email field is required to complete the registration. You should provide Clara's email address so that she receives the registration confirmation email and other communications that ClearEvent may send on behalf of your event.
If payment is required, provide their card details or optionally apply a Promo Code if you need to discount the registration.
Click the Register now button.
When the registration is received, a new ClearEvent Account (see below) will be created automatically for Clara (if one doesn't already exist) and she will be registered for your event. Clara will then receive a registration confirmation email.
Other considerations
If the registration form requires online payment
In this case, you'll need to have the registrant's payment details handy to be able to complete the registration form.
If you wish to offer a discount to the registrant, you can apply a Promo Code to discount the registration at this time.
IMPORTANT: You'll need to ensure that you collect payment details securely. Do not send credit card or payment details over email or an unsecured internet connection. It's best to collect payment details person-to-person over the phone and enter them directly into the registration form (do not write them down). ClearEvent does not recommend manually registering individuals when payment details are required since this requires manually collecting and entering the registrant's payment details, which creates security risks. Stripe, our online payment processor, makes it clear that this approach should only be done occasionally. When you manually collect card information and enter it into a registration form, Stripe isn’t able to verify that you are keeping this information secure—so you’re responsible for ensuring that you protect your customers’ card information in accordance with the PCI compliance requirements.
If a registrant has already paid (by cash, EFT, check, etc.)
If the registrant has previously paid and your registration form only has online payment options, you can create a hidden "Offline" Special Access Fee and then use the "Offline" Special Access Link when you register on behalf of the registrant.
By first adding a new "Offline" Special Access Fee to your registration form, you'll be able to avoid entering credit card details when you register on their behalf and can then track the receipt of this payment manually.
If registration is already full for your event
At times, you may wish to manually register a guest, even if your event is at capacity. This is possible by following these steps to manually register the guest.
Go to the Event Manager App > Registrants section > Forms tab.
Edit the desired registration form you wish to use to register the guest.
Click the Preview button to open the registration form. Previewing a form as an administrator will allow you to bypass form open/close date restrictions, as well as submit the registration and bypass any capacity validation rules.
When the registration form opens, you can then fill in the registrant's details and submit the registration.
How to register attendees that don't have an email address
If you don't have an email address for the registrant, we generally do not recommend that you register the attendee in ClearEvent because the system will have no way to deliver registration confirmation messages or send any additional communications that may be sent on behalf of your event.
If you really must register a guest that does not have an email address, please choose one of the following approaches:
Option 1: Use your own email
You can use your own email address when prompted to register your guest. Just be sure to enter the registrant's personal details into the form instead of your own personal details. With this approach, no additional ClearEvent account will be created.
Once you manually sign up on behalf of a registrant, all emails and event communications for the registrant will be sent to your email address.
Option 2: Use a Google Gmail alias
If you really must register a guest that does not have an email address, we highly recommend setting up a Gmail account to use as a dummy email for these types of registrants (e.g. "fintechsummit@gmail.com").
Then, when you manually sign up on behalf of a registrant, be sure to enter an email address for the participant like "fintechsummit+ClaraEvans@gmail.com". Note the addition of "+ClaraEvans" to the email. This is a neat trick that automatically creates an email alias for "fintechsummit@gmail.com". All emails sent to "fintechsummit+ClaraEvans@gmail.com" will really just be sent to your "fintechsummit@gmail.com" inbox. This way, you will have a copy of the receipt that you can print for the attendee if needed.
What is a ClearEvent account and why is it needed?
The ClearEvent system requires that each registrant have their own ClearEvent account. A ClearEvent account:
Helps the ClearEvent system keep registrants updated about your event.
Keeps registrant details, job assignments, messages, etc.. private.
Allows you to check in a registrant and know that they are on-site at your event.
Allows a registrant to access personalize event details from your Event Portal.
When you add registrants manually, ClearEvent will automatically attempt to associate the manual registration with an existing ClearEvent account, provided the emails match.
If there is no ClearEvent account found, a new ClearEvent account will be created for the registrant and their registration will be associated with it.
When a new ClearEvent account is created, an email containing the ClearEvent account details and password reset instructions will be emailed to the registrant.
Still have questions?
Chat with us!