Participant management in Campus Events

The participant administration offers important functions for administration, organisation, establishing contacts and creating various documents.

The participant overview of an event, not to be confused with the general participant overview, offers important functions for administration and allows you to view the most important information for quick participant management. For example, you can quickly contact individual participants or create certificates with a single click.

Explanation of the columns

Date
Booking or registration date.

Ticket number

• The field is empty if the registration process for the event has not yet been completed. If a registration is made as a guest, the corresponding participant must verify their email within 24 hours in order to complete the registration and receive a ticket number. Otherwise the registration will be automatically cancelled after 24 hours.
• If a ticket number is available, this corresponds to a binding registration or booking.

Participant details (e.g. first name, surname, email, etc.)
Selected participant details can be displayed in the list view of participants; the participant details to be displayed are defined in the event form under Participant details.

Ticket cancelled

• Shows the validity status of the ticket.
• The label can assume one of the status values: Yes, No.
• The label that shows the validity status is also a button that can be used to cancel the corresponding event ticket, see Cancellation of event tickets.

Attended
The status can be changed between Yes and No using the label button under Attended

The participation status can also be set for each participant per event date / session. The specification of "total attendance" remains unchanged.

Example 1 (total attendance, attendance only for a single date)

Passed
...without grading category: If no grading category is selected for the course under Learning content (certificate), the status can be changed between Yes/No using the label button under Passed. If "Yes" is selected, this is equivalent to the option "Passed overall" if grading categories are used.

...with grading category: If at least one grading category is selected for the course under Learning content (certificate), the grades can be selected when the status is changed from "Passed". The option "Passed overall" can be set in the same form instead of selecting Yes/No as above (...without grading category).

Internal note
Define an internal free text note.

Actions

Display
Via Display, all participant details of the selected data record can be viewed in detail.

Edit
You can use Edit to adjust/update the participant data record.

Anonymise
In the context of data protection, personal data, the data of individual participants can be anonymised/deleted in compliance with the GDPR.

Consequences of anonymisation:

• Attention: This step cannot be undone!
• No administrator of Campus Events can view the participant data anymore
• The ticket issued will still be retained
• The participant status remains unchanged
• If billing-relevant data has already been recorded, it will only be automatically deleted at the end of the retention period (usually 10 years for invoices) (system setting).
• If e-mails have already been sent to participants, they are automatically deleted after 365 days (system setting).

Certificates
Note: The terms certificate of attendance, certificates and learning content are to be regarded as synonymous at this point.
To set up the certificate of attendance.

To download a certificate of attendance, click on the Certificates button, then a small area with two options is displayed:

• Certificate of attendance: Leads to the download of the last generated certificate of attendance.
• Reset certificate of attendance: Delete the certificate of attendance already issued/generated, generate a new one and download it. This now contains the current date and the current status of the learning content in the Event Editor. It is possible that the participant has already received their certificate and there may be discrepancies when it is reissued.

Cover letter
See Contact a participant.

Start registration process && Start order process

For participants in an event who were added manually by admins: An additional action button is now displayed. With this action button, e-mails and documents (e.g. invoices) can be sent "as with a real registration / order" despite manual creation.

Cancellation of event tickets

Consequences of cancelling an event ticket

• The ticket number becomes invalid.
• The ticket is displayed as "cancelled" at the admission control (see e-ticket).
• The participant receives an e-mail with the reason for cancellation.

Steps:

1. Click on the No label of the ticket that is to be cancelled
2. A cancellation form opens. A free text can be entered under Reason for cancellation.
3. Click on the Cancel ticket button to complete the cancellation process.

Remove participant

To manually remove an existing participant, the ticket should first be cancelled. The data record can then be anonymised. A classic "delete function" is not available.

Adding participants manually

In the participant overview, click on the New button at the top right, then fill in the event ticket form displayed and click on Add.

Please note

No ticket number is generated for manually added participants.

The participant will not be notified of the entry in the participant list for the event.

Batch actions

The batch actions can be applied to several participants at the same time. This can be a filtered list of participants or a selected group of participants. The Participated and Passed fields can be changed by the batch actions.

At the bottom left, below the participant list, there is a drop-down menu to select from the batch actions. One of the actions Participated, Not participated, Passed, Failed is clicked and then confirmed with the OK button next to it to apply the action to the previously selected participants from the list.

Manage participants as a moderator

Certain authorised moderators/lecturers of an event can upload and view attendance lists in the Proofs section, as well as delete attendance lists they have uploaded themselves. In the participant list, the moderator can edit the Participated and Passed fields and save a free text in the Internal note column.

Setting up the lecturer account for participant management

1. The lecturer/moderator is created as a Campus Events user and is assigned the user groups Backend (access admin interface) and Moderator in addition to the appropriate clients.
2. Create a corresponding moderator master data record for the lecturer, whereby the corresponding account of the lecturer must be selected in the form in the General section for the User field via the drop-down menu.
3. Once the moderator master data record has been saved or added, it can now be defined for events via the event form.
4. The corresponding lecturer/moderator account can now manage the participants of the corresponding event as described above.

Proof of attendance

As a moderator/lecturer, you can upload and view attendance lists and delete specially uploaded attendance lists.

Waiting list

Specific event > Participant overview > Section: Waiting list

Manage people on the waiting list for an event.

Note

The waiting list functionality is a service that can provide information about a new contingent or places that have become free; this can be configured individually for each event so that the waiting list is only used after explicit activation. Otherwise, an event is considered fully booked and is marked accordingly.

How can I set up a waiting list? See: Event form > Waiting list.

Changing the position of entries

Clicking on a single arrowhead moves an entry by one position in the corresponding direction.

Clicking on a double arrowhead moves an entry in the corresponding direction to the end or beginning of the list.

Waiting list actions

Release waiting person for registration
The waiting person is released for registration when the locked padlock is clicked.

An unlocked padlock symbol means that the person on the list has already been released for registration.

The person will then receive a notification by e-mail. By default, this contains an individual link for registration and an activation code, which may need to be entered when registering. Such a release cannot be cancelled.

Upgrade person from waiting list to participant
Click on the ticket icon to upgrade a waiting person to a participant and then send an automatic confirmation email(event participant: registration confirmation). The person will be irrevocably removed from the waiting list.

Edit person from waiting list

Click on the pencil to edit a waiting person.

Remove person from waiting list
Click on the rubbish bin symbol to delete a waiting person from the waiting list. The waiting participant is not informed of this process.

Adding a person to the waiting list manually

1. Click on the New button at the bottom left of the waiting list to open a form.
2. Fill in the form for the waiting person
3. Click on the Add button to add the entry to the waiting list.

Contact a participant

In the Actions column, click on Write to the corresponding participant to display the form for composing the message:

Template
The field is only displayed if message templates have been stored under System > Email > Message templates. If message templates can be selected, the e-mail form is automatically pre-filled when a message template is clicked.

Placeholders can be used in the subject and in the message body; the number of placeholders and how they are replaced in the message is displayed next to the form under Placeholders.

Several attachments can be uploaded for the e-mail message under Attachments.

Sender

The sender email is derived from the account that sends the message.

Compose circular mail

A circular email can be used to send an email to several event participants.

Contact options

Contact participants
Send circular mail to event participants (all email addresses in the participant list will be contacted).

Contact filtered attendees
Circular mail is only sent to the selected attendees who match the filter applied.

Waiting contact
circular mail only to the participants on the waiting list.

Contact all
Send circular mail to the event participants and people on the waiting list (regardless of the filter).

Manage circular mails for the event

Sent mails
If circular mails have already been sent for the corresponding event, these are listed under Sent mails.

Entries for the circular mails sent can be called up. These redirect to the summary of the status of the circular mail (see confirmation page).

Circular mail dispatch

Steps:

1. check recipient

Before the circular mail is sent, the recipient list can be checked and, if necessary, individual persons can be excluded from receiving it. Once the list has been checked, click on the Next button to proceed to the next step in preparing the mailing.

2. compose circular

If created, you can choose from a selection of message templates in the drop-down menu under Templates to fill out the mail form. The subject and content of the message are defined.

In the form under Signature, if already created, you can choose from a selection of signature templates in the drop-down menu. A selected signature can be removed by clicking on the x symbol on the right-hand side of the signature field.

Attachments can be attached to the circular mail in the Select your attachments here area. The files can be uploaded via drag-and-drop or via the drop area.

Under Preview for recipient, a participant of the event can be selected, from which a sample preview of the message is displayed below the Preview for recipient field.

3. send test email

Before the final email is sent, the system sends a test email to ensure that the email is correct (layout, formatting, placeholders, attachments and links).

The email address for receiving the test email is entered in the form under Recipient for test email.

A participant of the event is selected under Fill placeholder with the data of in order to personalise the test mail. This simulates a real mailing to a real recipient.

Send test mail to start the test mailing.

4. start email dispatch

• Check the test email
  The received test email should be viewed.

  The subject, the message text, the areas with placeholders, the attachments and the signature should be checked to ensure that the email was sent correctly.

  To make corrections, you can return to any previous step by clicking on the corresponding step in the progress bar:

• Start email dispatch
  If the test email has been checked successfully, the circular email can be sent. To do this, the All data is correct and the mail dispatch to {X} recipients can now be irrevocably started field must be ticked in the form and then the Start mail dispatch button must be clicked.

  A summary of the dispatch is then displayed (see step 5 - Confirmation).

5. confirmation

The confirmation page is a summary and contains two sections that provide an overview of the round mail status.

The following information is contained in the summary:

General information
Created
Sending status
Subject (template)
Message (template)

Recipient
Name
Email
Ticket number
First name
Surname
Video conference link
Event name
Event date
Dispatch status

• Sending circular emails to more than 100 people

• The emails are sent in a cycle of blocks of 100 at 15-minute intervals.

• Example: If 150 e-mails are sent, the send status is displayed as "100/150". After 15 minutes, the remaining emails are sent.

Generate PDFs

Campus Events can generate useful PDF documents based on the participant details of an event, which can be downloaded for printing.

The starting point is Participant overview > Section: Generate PDFs. This can be accessed via Event overview > Column: Actions: Participants.

List of participants

The list of participants is a DIN A4 document and is made up of the participant details for the event. The columns can be defined as required to create a suitable list of participants.

Create participant list

1. In the Generate PDFs section, click on Participant list. A form then opens in which the page orientation and the columns of the participant list can be defined.
2. Select Portrait or Landscape as the page orientation.
3. The columns can be added by clicking on the plus symbol. Select one of the appropriate participant details from the drop-down menu as the field and define the relative column width.
4. Columns can be removed by clicking on the minus symbol.
5. To create the PDF document, click on the Generate button.

Signature list

The signature list is a DIN A4 document and is made up of the participant details for the event. The columns can be defined as required to generate a suitable signature list.

Create signature list

1. Click on Signature list in the Generate PDFs section. You can now define the page orientation and the columns of the signature list (as for the list of participants).
2. Select portrait or landscape format as the page orientation.
3. The columns can be added by clicking on the plus symbol. Select one of the appropriate participant details from the drop-down menu as the field and define the relative column width.
4. Columns can be removed by clicking on the minus symbol.
5. To create the PDF document, click on the Generate button.

Table name badges

Create foldable table name tags for the participants, which can be placed at the participants' tables, for example.

Create table name badges

In the Generate PDFs section, click on Table name badges to generate the PDF document with the table name badges of all participants.

Name badges

Customised name badges for events or meetings.

You can choose from the following formats:

• Name badges 90 x 54 mm
• Durable 1455 insert badge (90 x 54 mm)
• AVERY Zweckform C32011 Business cards (85 x 54 mm)
• AVERY Zweckform L4784 Name labels (63.5 x 29.6 mm)
• AVERY Zweckform L4786 Name labels (80 x 50 mm)

Create name tags

1. In the Generate PDFs section, click on Name badges to display the selectable formats as a drop-down menu.
2. Click on the appropriate format in the drop-down menu to create and download the document with the name badges.

Delete personal data

Anonymise all participants (GDPR)

• As part of the data protection of personal data, you can anonymise the data of all participants of an event.

• Consequences of anonymisation:

• This step cannot be undone!
• No administrator of Campus Events can view participant data anymore
• Issued tickets remain valid
• The participant status remains unchanged
• If billing-relevant data has been recorded, it will only be automatically deleted after the end of the retention period (usually 10 years for invoices) (system setting).
• If emails have been sent to participants, these are automatically deleted after 365 days (system setting).

Empty waiting list

Permanently remove all waiting persons from the waiting list. The participants are not informed about this process.