On your event registration form, the website user can include other participants as guests during registration for an event. When you download an event registration, the Guests tab displays the information about participants that the site user includes in the registration.
In the Registration option column, you can view the registration or pricing option selected for each participant included in the registration. In the Registrant column, you can view the status given to each participant. You can also update the status for each participant as necessary.
| • | When the registrant registers to attend the event himself, “Donor” appears in the Registrant column for the registrant. |
Warning: If “Donor” appears in the Registrant column, do not adjust the option selection. If you select “New constituent” for the registrant when “Donor” already appears, the transaction creates an exception when you commit the batch.
| • | In Blackbaud Internet Solutions, you can select to display the individual relationships of a registrant who logs in to the event registration page as available participants. If you enable this option and the registrant selects a constituent from your database, “Linked constituent” appears in the Registrant column. In the Linked constituent column, the name of the linked constituent appears. |
Warning: If “Linked constituent” appears in the Registrant column, do not adjust the option selection. If you select “New constituent” for the guest when “Linked constituent” already appears, the transaction creates an exception when you commit the Blackbaud Internet Solutions batch.
| • | If the guest is not linked to a constituent and is not the donor or an unknown guest, “New constituent” appears. When you commit the batch, a new constituent record is created for this guest as well as a guest registrant. |
When the guest appears as a new constituent, you can try to link the guest to a constituent using the name in the Name column. In the Registrant column, select “Linked constituent” and tab to the Linked constituent column. In the Linked constituent column, click the binoculars and use the Constituent Search screen to search for the constituent. If the guest is not already a constituent and you download a name with the guest, select “New constituent” in the Registrant column.
Warning: You should attempt to link every guest you download to a constituent. If you do not verify whether each guest is already a constituent, you can create duplicate constituents in your database.
If, on your website, the registrant selects “Not sure” for the Registrant field on the Event Registration form, such as for a guest to be determined later, “Unknown guest” appears in the Registrant column. When you commit the batch, an new unknown guest record for the constituent is created.
Warning: If “Unknown guest” appears in the Registrant column, do not adjust the option selection. If you select “New constituent” for an unknown guest, the transaction creates an exception when you commit the Blackbaud Internet Solutions batch.
When you download an event registration with guest information, the program automatically attempts to match the guests to constituents in your database, based on the auto-match fields selected when your system administrator configures the integration. If the program finds a possible match, the constituent name appears in the Linked constituent column and “Auto-matched” appears in the Linked constituent automatch column. If the program finds multiple possible matches, “Multiple matches found” appears. If the program does not find a match, “Not auto-matched” appears.
From the Guests tab, you can view the detail information entered about the guests on the event registration form of your website. Select the guest’s row on the Guests tab and click the Review guest details icon. The Review guest data screen appears. For information about the items on this screen, see Tabs of the Review Guest Data Screen.
Note: You cannot view a Review guest data screen about a participant on the Guests tab with a Registrant status of “Donor.” For detail information about the donor, see the Biographical and Address tabs of the Review transaction data screen of the event registration. For information about these tabs, see Biographical Tab and Address Tab.