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Last Revised: June 13, 2018 1

Event Registration Scenarios and Passport

EVENT REGISTRATION SCENARIOS AND PASSPORTS -TABLE OF CONTENTS

Multi-Level Event ...................................................................................................................................................... 2

Event Summary .................................................................................................................................................. 2

Event Layout and Registration Tab .................................................................................................................... 3

Most Common Event Registration Scenarios ........................................................................................................... 4

1. Picking up a Passport – already registered and no changes are being made ......................................... 4

2. Picking up a Passport on behalf of someone else ................................................................................... 5

3. Picking up a Passport, but cannot find the Passport (misplaced) ........................................................... 6

4. Picking up a passport for an individual labeled as Guest of or Unnamed Guest .................................... 7

5. Register to entire Alumni Weekend ........................................................................................................ 8

6. Request to Register to an additional Event (no fee) – (Already registered to other events) ............... 10

7. Request to Register to an additional Event (with a fee) ....................................................................... 12

8. Request to Register to an additional event and Registrant is a Guest ................................................. 12

Complex, Rare Registration Scenarios .................................................................................................................... 14

9. Registrant is Cancelling an event (single registrant or guest) ............................................................... 14

10. Registrant HOST is Cancelling an event (as the host but guest is still attending) ................................. 16

11. A group comes in to Register and one person is paying (a couple, a family, friends) .......................... 17

12. Modify a name on a Passport (spelling correction or Nickname) ......................................................... 18

13. Replacing a Guest with another individual to an Event ........................................................................ 19

Passport Process ..................................................................................................................................................... 19

Print ‘one off’ Passport .................................................................................................................................... 20

Add a multi event passport process ................................................................................................................ 20

Start Process .................................................................................................................................................... 21

Modify excel and mail merge template ........................................................................................................... 21

2 Last Revised: June 13, 2018

Alumni Weekend Event Registration

Multi-Level Event

This document outlines different scenarios that you might come across and step by step instructions on how to proceed in each situation in Cannon when a passport is getting picked up.

A few things you need to know. Alumni Weekend is set up as a multi-level Event. This means that Alumni Weekend is setup as the top overall event, and each event are labelled as a sub-level event.

When an individual is registered to an Event, they are registered at the top Alumni Weekend event.

TIP: add the 2018 Alumni Weekend Event Record to your shortcuts and move the Registrations tab to be the first tab for easy access on Registration day.

Event Summary

From the Tasks panel you can view the entire multi-level event summary with a detailed breakdown of each sub-level event. This is mostly helpful for concierge who needs to look at total registration numbers for certain events and start times (eg. PML, Craft beer).



Event Layout and Registration Tab

All registration and modifications take place from the top-level event (2018 Alumni Weekend) Registrations tab.

The diamond on a registrant indicates that they are the HOST and there are guests linked to this registrant. The ‘Host’ column indicates who the HOST on a guest registrant.

By clicking on the ‘chevron’ of each registrant, a breakdown of each sub-level event is available, along with various administrative registration tasks.



Most Common Event Registration Scenarios

Note: this document was originally created for the purpose of Alumni Weekend Registration. These scenarios can be used in all registration situations and Events requiring a passport/name tag.

1. Picking up a Passport – already registered and no changes are being made

1. Go to Alumni Weekend event record and from the Registration tab, search for the Registrant who is picking up the passport using the filters, click Apply

2. Click on the chevron to expand the option for the Event Registrant and validate the different events they are registered for.

3. Click the “mark as attended” and confirm you want to update the attendance status.

4. Notice the Attended column now says “yes” on the overall 2017 Alumni Weekend and provide Registrant with their passport.



2. Picking up a Passport on behalf of someone else

1. Go to Alumni Weekend event record and from the Registration tab, search for the Registrant who’s Passport is being picked up.

2. Click on the chevron to expand the option for the Event Registrant and validate the different events they are registered for.

3. Click on Edit, Edit Registrant

4. From the Seating note; specify who picked up the Passport on their behalf and check off the “attended” flag.

5. Confirm the Attended column now says “Yes” for the overall 2018 Alumni Weekend



6. Provide the Individual with the Passport they requested

3. Picking up a Passport, but cannot find the Passport (misplaced)

1. Go to Alumni Weekend event record and from the Registration tab, search for the Registrant who is picking up the passport using the filters

2. Verify that the attended flag is marked as “yes”.

3. Click on the Event Registrants name – this will take you to the Event Registrant Record

4. Go to the Seating Notes tab to confirm that it wasn’t picked up by someone else

5. On the Tasks (located on the left side of the screen), reprint the passport by going to “Print passport”, open the word document and print.

*Notice the passport date gets updated to the current date of print on the event registrant record



4. Picking up a passport for an individual labeled as Guest of or Unnamed Guest

Note: children 18 years and under will have a nametag station to write their own name. No changes are required in Cannon and will remain as an unnamed guest

1. Passports will not be pre-printed until a name has been provided for the Guest of or unnamed Guest. We will need to edit the guest Registrant

2. Search for the main registrant and go to Edit Registrations window

3. On the Overall AW event, click the search icon on the row that is currently labelled as “Unnamed guest”

4. Search for the guest name. If record cannot be found, add a new individual by entering the First and Last Name

**Make a manual note of other details of that record to add at a later time

5. Replace the unnamed guest to the newly added name

6. Scroll down to find all other sub-events labelled as “unnamed guests” and change it to the added name



7. Save the Registration, search for the newly added guest Registrant and “mark as attended”

8. Click on the Event Registrants name – this will take you to the Event Registrant Record

9. On the Tasks (located on the left side of the screen), reprint the passport by going to “Print passport”, open the word document and print.


5. Register to entire Alumni Weekend

An individual must be registered to the entire top-level Alumni Weekend Event prior to registering to any sub-level event.

First thing is to check and confirm that there is room for that event. It is very import to refresh on the event or summary to confirm that registering an additional registrant for those that have capacity limitations.



1. If the individual’s name does not come up as a registered individual, we will need to add them.

2. Use the search and filters to find the individual in Cannon. If they do not exist, click the add and add the first and name

Make a manual note of other details of that record to add at a later time

3. Once the record has been found/added, add to the Overall AW event and all the sub events they wish to attend from the form and Save.

4. From the Tasks, “Mark as attended” and “Print passport”, open the word document and print.




6. Request to Register to an additional Event (no fee) – (Already registered to other events)


5. Go to the Alumni Weekend event record and from the Registration tab, search for the Registrant

6. Click on the chevron of that Registrant and go to Edit, Edit Registration

7. Scroll down to find the Event wishing to be Registered for and add the Registrant to that sub-level Event.



8. Click Save and notice the new event has been added to the summary list.

9. Click on the Registrant link

10. Verify the newly added Event is listed





7. Request to Register to an additional Event (with a fee)


Will be the same process as Scenario 5 with the addition of managing the fee processing outside of Cannon. Note: upon registration, the total registration fee for the registered events.

Fill out the Registration sheet (manual) and access the payment portion and process payment using the POS. Staple the POS confirmation to the form for future reference (for Finance) and proceed to scenario 5 to register and print passport.

8. Request to Register to an additional event and Registrant is a Guest


1. Click on the Event Registrant record



2. Click on the Edit from the Registrations main page (note the name associated is the host)

3. Search for the new Event you wish to add for the guest and enter the Guest name

Note: Once the registration has been saved, the host registrant record is populated.

4. Go back to the main registration tab, search for the guest and ensure the new event has been added





Complex, Rare Registration Scenarios

9. Registrant is Cancelling an event (single registrant or guest)

First thing is to let the concierge know that a cancellation is being made if hospitality is involved and/or a sold-out event. (eg. PML, Craft beer, UGAA Gala)

For those sub-level events that have seating arrangements, registrants who cancel will need to be removed from the assigned seating group. This is to be done by an Event Administrator. Make note of the individual and pass along the information to the Event Administrator.

1. Ensure the “include all sub-event” is checked off, search for the Registrant wishing to cancel on the main-level event (2018 Alumni Weekend)

2. Expand the chevron of the event wishing to cancel and Mark as – cancelled



3. The Registrant will now show tha the event has been cancelled.

4. Click on the event registrant. From the Tasks, “Mark as attended” and “Print passport”, open the word document and print.

Note: the cancelled will still appear under the registration details, but when the passport is printed, it will only show those that are registered.




10. Registrant HOST is Cancelling an event (as the host but guest is still attending)


For those sub-level events that have seating arrangements, registrants who cancel will need to be removed from the assigned seating group. This is to be done by an Event Administrator. Make note of the individual and pass along the information to the Event Administrator.

1. Ensure the “include all sub-event” is checked off, search for the Registrant wishing to cancel

2. Reminder: the diamond on the registrant to indicate they are labeled as a host and has guests

3. If you see that registrant with the diamond, expand the chevron of the event wishing to cancel and mark as – will not attend (Note: If you select CANCEL, this will cancel the host AND all the guests for this event – you DO NOT want to do this)



4. The Registrant will now show tha the event as will not attend.

5. Click on the event registrant. From the Tasks, “Mark as attended” and “Print passport”, open the word document and print.

Note: the cancelled will still appear under the registration details, but when the passport is printed, it will only show those that are registered.


11. A group comes in to Register and one person is paying (a couple, a family, friends)


1. Proceed to follow Scenario 7 and proceed to add all the individuals in the same window to add registrants to each Event. (The host will be the individual paying)



2. Once payment has been made, go into each individual registrant to print the passport accordingly.

12. Modify a name on a Passport (spelling correction or Nickname)

1. If a registrant has noted that the name is incorrect on the passport, modifications can be made to the passport word document directly.

2. On the Tasks (located on the left side of the screen), reprint the passport by going to “Print passport”, open the word document and manually modify the name and print.


If there is a major change to the First name or Last name, make a manual note of the original name so this can be added as an alias or modified at a later time on the record.

Passports are printing the nickname is one exists. If the preference is a short form, then just add it in the nickname (eg. First name: Donna Jo, Nickname: DJ – passport will print DJ Fuller)



13. Replacing a Guest with another individual to an Event

1. If a registrant has decided that another individual is going in their place, the registrant will need to be edited. Go to the host record and Edit the Registrations on the 2018 Alumni Weekend overall event. Reminder: guests are modified from the ‘host’ registration

2. Go to each event to replace the guest with the new individual (search for the existing record or add if needed)

3. Once guest has been replaced, search for the newly added guest record and proceed with the process to “Mark attended” and passport printing from the main event.

Note: if the newly added guest is only replacing one sub-event, be sure to add them to the main top level event in addition.

Passport Process The Passport process can be printed using 4 different criteria:

• All Event Passports – every registered registrant on the selected Event

• All unprinted event passports – any registrant that does not have a passport printed date and anyone selected for “mark as passport reprint”

• All passports for selected registrants – using a selection to print only those in the selection

• One-off Passports – to be used from the event registrant record



Print ‘one off’ Passport

If modifications are made to a registration on the day of Alumni Weekend, this process is used to print the changes. A registrant needs to be registered to the top-level event AND at least 1 sub-level event for this function to print.

From the Event Registrant record, on the Tasks (located on the left side of the screen), reprint the passport by going to “Print passport”, open the word document and print.


Add a multi event passport process

1. From the Events Functional area, go to the Multi even passport business process on the left of the page

2. Click on the Add to create a new process

3. Enter all the required Fields noted below:



Name – name of the process Description – a brief description of the process being created Event – search for the Event you wish to have passports printed Export Definition – select the pre-made passport export definition ** there is one created specifically for Alumni weekend ** - Event Passport - Custom Event Export Print – select the option you wish to print as noted above

4. Save

Start Process

Once the “Mark for passport reprint” has been initiated in any of the scenarios noted above, the Passport Process can be started.

1. Click the Start process to proceed

2. Once the status says Completed, you can download the output to an excel file

Modify excel and mail merge template

1. From the excel spreadsheet, go custom sort



2. Sort by the KEYNAME and save a local copy of the excel spreadsheet

3. Open the template that is used for the Passport to begin the mail merge

4. Go to Mailings tab, Select Recipients and select the excel file that was just saved

5. Click the Finish & Merge, Edit Individual Documents…

6. Ready to Print