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How do I create and manage training event attendee lists?

The ability to create and manage attendee lists from Neoserra's training event records is a very powerful feature. Training Event attendee lists can be used to:

  • Advertise an upcoming event
  • Generate sign-in sheets and other reports
  • Update attendee status (prospective, registered, attended)
  • Request that pre- or post-training event surveys be completed
  • Automatically track attendee classifications
  • Automatically track fees paid and total income for an event

But before we go into the many functions of an attendee list, let's first discuss how to create an attendee list.

Creating a Training Event Attendee List

Before you can create a training event attendee list, you must first create the training event record. Once the training event record is created and saved you will notice an empty attendee list at the bottom of the screen. There are several ways to populate your attendee list:

  1. Ideally you are using Neoserra in conjunction with eCenter Direct, in which case you won't need to create an attendee list manually. If your event is published on eCenter then your attendee list grow organically as people register via eCenter Direct. When this is the case, there is no need to manually create a training event attendee list. Neoserra will automatically create it for you as people register for the event. Please refer to the FAQ titled: How will I know when someone has signed up for one of my training events via eCenter Direct? for more information.

  2. However, even if the event is published on eCenter Direct there may still be a need to manually add contacts in your Neoserra database, to the attendee list. If this is the case, then you can click the New link at the top of the attendee list. Put your cursor in the Search window and enter the name of the attendee to be added. The system will search for all contacts with the name entered. Once you find the one you want to add simply press Enter and complete the status of the attendee and any optional fee information. When everything looks correct, press Save to add the attendee to the list. The window will remain open to allow you to add the next attendee to the list.

  3. Alternatively, you can add a contact to a training event from the contact record. Keep in mind you can only add contacts to training events, not clients. People attend events, clients do not. From the contact record choose More|Training Events. Be default, only those events that occurred within the last two weeks will show along with all future events for your center. If you want to see all events at all centers, just click the "All" link at the top of the screen.

  4. You can also Import attendee lists from other training event records. Click Import and then enter the name of the prior training event whose attendees you want to import. The search window will look for all events for the past year that match the name you entered.

    Once you have found the attendee list that you want to import you can select which attendee status you want to include. For example, you may not want to import attendees that were no-shows or cancelled. This feature is ideal for when you have events that follow each other in logical succession. For example, if you have a QuickBooks for Beginners class offered that is followed by a QuickBooks class on Financial Statements. All the attendees of the first workshop may be interested in the second workshop.

    To bring in a group of attendees click Save to bring in the entire list at once. The newly added attendee list will have every attendee listed as "prospective." To update the attendees to a different status use the Batch option at the top of the attendee list (see below for more details.)

  5. And what about those attendees to your event that you never intend to add into Neoserra? Perhaps these are attendees that come from out of state and have no on-going relationship with your program. Or perhaps there are some attendees that a co-sponsor is bringing to your event and you don't know their individual names. If you don't intend to add these people to Neoserra, but you still want to take credit for their attendance to your event, then you can add them as "Unlisted Attendees":

    Neoserra will include these attendees in the total attendee count, in other words, it will add the unlisted attendees to the attendees listed in the attendee list and calculate the grand total:

    Of course, won't know anything about the demographics of these unlisted people. Thus, the total attendees will be updated accordingly, but not the demographic breakdown.

Managing Training Event Attendee Lists

As mentioned previously, there are many powerful attendee list management features. These features allow you to:

Send emails

Once you have entered an event into Neoserra you can advertise it using Neoserra's email functionality. Clicking the Reports link at the top of the attendee list allows you to send a variety of different email templates depending upon how your event is configured:

  • Regular email - no template is invoked
  • Training Event Announcement - used to advertise your event to prospective attendees
  • Training Event Registration - used to confirm registration
  • Pre-event Survey Request - available if a pre-training event survey is configured
  • Post-event Survey Request - available if a post-training event survey is configured

Please refer to the How to advertise your event? FAQ for additional details.

Generate Training Event Reports

From the training event attendee list itself, you can generate a variety of reports:

  • Attendance Report
  • Attendance Sign-in (Name only)
  • Attendance Sign-in (w/o Fees)
  • Attendance Sign-in (with Fees)
  • Attendance Sign-in (with Intent and Address)
  • Attendance Sign-in (with Intent)
  • Attendance with Presence Report
  • Attendee Payments
  • Training Events Receipt Report

Simply click the Report button located above the attendee list. In addition, the presence of an accurate training event attendee list lets you generate all kinds of helpful training event reports (and training event filters) from the training event summary view listing.

An individual attendee's receipt can also be generated from the drop down menu at the end of each attendee's row:

The "Attendee Payments" report provides the complete details of all payments made.

Update Attendee Status

Once an event has passed, you should go into the training event attendee list and update the status of those who actually attended the event. You can do this one-by-one by using the Edit option at the top of the screen, or you can update all attendees by using the Batch option.

The Batch option is often useful if you want to set the majority of attendees to a certain status. Once the majority are set to the status you want, then you can edit the list one-by-one for those people who didn't show.

The batch option lets you Modify the status of all attendees as well as their presence and fee information. Alternatively, you can also use the batch option to Delete a group of attendees. For example, if you had a large group of prospective attendees who never registered or attended the event, then you may want to delete them from the attendee list for clarity. You can delete a single person from the list by clicking the drop down arrow found to the right of the attendee's row.

By diligently tracking those that attended, Neoserra is able to automatically break down attendee classifications as well as more accurately track fee and income information. In addition, it will be easier for you to perform a variety of follow-up actions for attendees.

Lastly, having accurate attendee list will provide for accurate client and contact records. The status of the contact's training events is always shown on their contact record and the status of the most recent event is shown on the client record:

Request that Training Event Surveys Be Completed

Any event that you hold can be associated with a pre-training event survey, post-training event survey, or both. When you associate a survey with a training event record, Neoserra uses the attendee list to determine who the survey will be available to on eCenter. The process of creating training event surveys, specifying survey respondents via the training event attendee list, and advertising surveys via the training event attendee list is discussed in detail in the FAQ titled How do I create and distribute training event surveys?.

Keep in mind that surveys and evaluations are two different things in Neoserra. Surveys are electronic and associated with each attendee. Evaluation forms, on the other hand, are provided manually in hard-copy format to each attendee anonymously. Evaluation responses can be tallied under the Training Event|More|Evaluation Form menu option. The default evaluation questions are maintained by your system administrator under Administration|Configuration|Evaluation Form. This feature may also be turned on or off by your system administrator. For more details, please refer to the FAQ titled: How do I create a hard-copy, training evaluation form?

Automatically Track Attendee Classifications

When reporting on training events, SBA requires that you classify your attendees (DLA does not require this). If you've maintained an accurate training event attendee list, Neoserra can automatically classify your attendees.

While DLA programs don't have to worry about attendee classification, they do need to make sure that they have a signature from the client stating their intent to be a PTAC Client. Only clients with signatures on file can be counted on the DLA 1806 report. There are a variety of ways for you to obtain a signature from your clients. But if you don't have a signature, then Neoserra will mark that client record with a warning symbol:

The warning symbol indicates that there is no eCenter Signature included on the client record. This warning symbol will only be displayed on DLA funded events that have set their "Event registration information required" field to "Client + Agreement:"

Automatically Track Fees Paid and Total Income

To update the payment status of multiple attendees at the same time, you can click the Edit button located above the training event attendee list. This allows you to update the "Fee Paid" column for each list member, one after the other, as shown in orange in the screenshot below:

Alternatively, you can use the per attendee menu option as shown in green on the far right margin of the screen shot above, and click to "Edit Payment" for each individual attendee. This menu option allows you to record the details of the payment such as a check number or other details that will help you reconcile the payments for this event:

Upon saving your edits you can also elect to email a copy of the receipt to the client. By default the "Payment Receipt" email template will be invoked, alternatively, you can use a custom email template. In both cases, a PDF receipt will be attached to the email message.

If they have not yet paid, but they registered for the event, then you can set the attendee's status to "Payment Due," which offers some special handling as discussed in this FAQ. This status option is only available for those sites that have eCenter Direct enabled.

By accurately tracking the fees paid by each list member, you allow Neoserra to optionally calculate the total income for the event. In addition to tracking the actual fees paid by the attendee, you can also track whether they paid by:

  • Cash
  • Check
  • Credit Card
  • Authorize.Net
  • Converge
  • NelNet
  • PayPal
  • TouchNet Upay
  • Other

Assuming you have integrated your merchant account with Neoserra, then any payments received via these merchant account will automatically be updated accordingly.

Once an attendee has paid a particular fee, then that fee level will become un-editable. In the following screenshot, you will see that some of the fee levels can still be edited, whereas others cannot. The ones highlighted with an orange box cannot be edited because one or more attendee has already paid a fee corresponding to each level:

Remember that you can get full audit information about the attendee record (including their payment) from the "Attendees" link on the Training Event page, as discussed in this FAQ.

Want more? Browse our extensive list of Neoserra FAQs.