Knowledgebase

TRANSCRIPT

Sometimes organizations allow a registrant who is ill or can't make it to an event to send a substitute instead. While you might simply let the substitute attend the event without updating your records, updating the registration information will ensure that you have the right attendance and continuing education information in your reports.

Substitution isn't always an option, because the substitute must qualify to register under the originally purchased ticket. For example, if this is a student member ticket, the substitute must be a student member just like the original purchaser, and members must be allowed to buy tickets for each other.

Here's how you can tell whether that's allowed in your configuration.

• Go to Meetings > Settings > Permissions
• Make sure that this option, "Prevent members from purchasing tickets for other members?" is not checked.
• If you've changed it, click Save on the right.

Now let's edit that registration.

• In Orders and Transactions > Order Manager, search by name or order number.
• You'll have to select the right one from the drop-down first.
• Click on the order number.
• In the center, you're going to see the cart contents with a list of tickets. Click on the ticket where you're entering the substitution.
• If it's a member ticket, choose the substitute here, then click Save. This will apply to the attendance tracking and the badges. The purchaser hasn't changed, and if they're a member, they'll still see this order under the View My Order History screen in the Member Area.
• If we're making the substitution on a guest ticket, we'll be prompted to type in the substitute's name, and we'll click Save in the same spot.

Now when the substitute checks in at the registration table, we'll have his name--and not the original registrant's name--printed on a badge. For more on meeting options, please check out the other videos in our knowledgebase.