Open Forum

 View Only
  • 1.  Adding Attendees to Specific Breakouts in AttendeeHub

    Posted 12-29-2021 10:03
    I am trying to add specific attendees to breakout sessions using cvent registration and attendeehub. Is there an easy way to do this without creating registration paths? I only have one registration path right now and people already registered... we have at least 4 different tracks that vary throughout the day - any tips please???
    #EventApp-Building/managing
    #Flex-Creating/ManagingEvents

    ------------------------------
    Cat Miller
    Vice President of Marketing & Communications
    PlanSource
    ------------------------------


  • 2.  RE: Adding Attendees to Specific Breakouts in AttendeeHub

    User Group Member
    Posted 12-30-2021 10:56
      |   view attached
    Hi Cat, 

    How many sessions do you need to assign? If people have already registered and I just want to change their sessions in the back end, I normally just go to the attendee list page and bulk change from there. Steps below. 

    1. Tick the attendees all being assigned to the same session 
    2. Select the Bulk actions button 
    3. Update session registrants 
    4. Select the session you want to add them into 

    If you have a lot of sessions it may take some time however if you only have a few it seems to do the trick.

    ------------------------------
    Hayley Contegiacomo
    Chief Technology Officer
    Huddle Agency
    ------------------------------



  • 3.  RE: Adding Attendees to Specific Breakouts in AttendeeHub

    Community MVP
    Posted 12-30-2021 11:21
    Hi Cat,
    I love Haley's suggestion, but perhaps another option would be to contact those who have already registered and let them know that they can log into Attendee Hub and register for the additional sessions?

    ------------------------------
    Lori Wildman
    Senior Marketing Manager
    DuCharme, McMillen & Associates, Inc.
    ------------------------------



  • 4.  RE: Adding Attendees to Specific Breakouts in AttendeeHub

    Posted 12-30-2021 12:27
    Edited by John Maddox 12-30-2021 12:29
    Cat,

    Another method to assign breakouts in bulk is to use the Import Registrations feature.  This will be especially useful if you have a large number of attendees/assignments to make. The following are the GENERAL steps to do this. I have not repeated instructions or steps that are specifically called out in the import wizard.

    I recommend reading through all of the steps below first before beginning to attempt this method.

    1. If you have not already done so, create all of the Breakout Sessions you need to assign
    2. Go to Attendees > Attendee List, click/hover over the Actions button and choose Import Registrations
    3. Scroll down to the File Settings section and click on the Download a file link.  This will generate an Excel file as an import template that has all of your Sessions as Column Headings in the file.  Save this file somewhere on your computer or network.
    4. Export all of the attendees to you want to assign to breakouts to an Excel file and include in that export, First Name, Last Name, Email Address and any other fields you need to determine which track you want them in.
    5. Open the attendees file you have created and organize them into the track groups you want to create.  Depending on how many different tracks you have, you might consider separating these all into a separate file for each track (you don't have to but it might help keep things organized).
    6. From the Import Template file you created, copy the columns containing the Session names and paste these into the Attendee File(s) to the right of the last column.
    7. In each of the Session columns put a "Yes" or  "No" indicating if the attendee in that row should attend that session.  Do this for all of the sessions for the first attendee row in the group.
    8. Now copy all of those Yes's and No's to all of the other attendees who are in that group.
    9. Repeat steps 7 & 8 for each of the different attendee groups
    10. Save the attendee file
    11. Return to Attendees > Attendee List > Actions > Import Registrations
    12. Choose "Update existing registrations, skip new registrations" as the Import Method
    13. Scroll down and Browse for your file
    14. Click Next
    15. Go through the field Mapping process Mapping the fields in your file to the Fields/Sessions in your event in Cvent. Note: if you have Sessions that have the exact same Title, in your attendee file you will need to slightly modify each column heading so that each column heading is unique (add a 1, 2,3 etc. to the end of the title in the file).  This will prevent Cvent from giving you an error that you have duplicate Column Headings.  Your file need to have unique headings yet the Cvent field for mapping will be duplicated.  I have found that the order Cvent has duplicate fields is the chronological order of the sessions.
    16. After completing the mapping process, continue through the import steps to finish the import.

    I recommend creating a single record file as a test for the import to make sure you are getting the results you are after and to highlight any challenges you may encounter.

    I know this seems like a lot of steps but it does work.  Feel free to ask questions and/or let me know if I made a glaring errors in the instructions above so I can correct them.

    ------------------------------
    :::::::::::::::::::::::::::::::::
    John Maddox, CMP
    Meetings IT, Inc.
    :::::::::::::::::::::::::::::::::
    ------------------------------



  • 5.  RE: Adding Attendees to Specific Breakouts in AttendeeHub

    User Group Member
    Posted 12-30-2021 13:36
    I work on the backend in the same manner Hayley does. 

    1.Check mark the attendees all being assigned to the same session 

    2. Select the Bulk actions button 
    3. Update session registrants 
    4. Select the session you want to add them into 

    Maybe this can go back as a suggestion for a quicker solution?


    ------------------------------
    Mary Ann Hall
    Event Specialist
    Federal Reserve System
    ------------------------------