Contact Capture (Attendee Capture)

The essential step to capture contacts against orders is to configure the Catalogue Item. When creating a product, you need to select the eCommerce icon in the action bar of the Product Detail screen. This will create an associated Catalogue Item to the product.

Once you have created the Catalogue Item, review the following fields to configure Contact Capture

Under the Capture Contact Details panel:

Capture Contact Details

There are three options to choose from this dropdown menu:

• By Quantity Purchased. Select this option if you want the number of attendees to match the purchased quantity

• By Quantity Specified. Select this option if you want to specify an exact number of attendees per item purchased. e.g. two seats per item purchased.

• Unlimited. Select this option if you want to have unlimited seats per item purchased.

Number Of Contacts

If you selected By Quantity Specified, you also need to fill in this field with the number of attendees to assign for each item purchased.

Capture Additional Details

You can select additional information you wish to capture of the attendee. Use Ctrl / Cmd-Click to select multiple options

• Job Title
• Company Phone
• Business Phone
• Mobile Phone
• Special Dietary Needs
• Disability Requirements

Custom Fields

In addition to the pre-defined information being captured, you can also request three further pieces of information via the Custom Fields. Type in the information / questions you wish to capture.

Add to Contact List

Select the Contact List(s) you wish to push the attendees (Contacts) to, useful for sending further event details to and to use with message campaigns and other marketing activities. [Attendees need to be converted to Contacts before being pushed to the Contact List].

Note

Please note you will need to configure the other aspects of the Catalogue Item, Payment Gateway and Store Profile in order to enable the Commerce module. This is not covered in this guide. Please check the related help guides for this.

In the Store Profile, you can select who will receive a notification once an attendee has been submitted against an Order.

Under the Main panel on the Store Profile, go to Order Contact Notifications. This will display a list of users with Sales Administration System Security. Select the Users who will receive the notification once an attendee has been submitted by the customer. You can select multiple Users using Ctrl / Cmd-Click.

Notes:

This guide doesn't cover the full setup of the Store Profile. Please review the related help guides to get further information on the Store Profile and Commerce module.

In the Checkout Profile, you need to craft a message to let the customer know that they need to Assign Attendees to their order.

Go to the Assign Contacts Message field. Type in a message include the placeholder [_Assign_Attendees_] within the message to link to the Assign Attendees screen.

Example message:

Thank you for your order. You have items that require you to assign attendee(s) to our event. Click the following link: [_Assign_Attendees_] to add those details. Please note that if you are attending yourself, you'll need to be added to this list too.

Note:

In some cases, an admin staff or HR could be purchasing places / seats on behalf of their colleagues, so if the purchaser is also the attendee to the event, they will need to provide their attendee details and assign themselves a place as they are not automatically assigned as an attendee.

Once an order has been place, the customer will be able to click on a link on the acknowledgement screen to assign attendees. There are also links on the customer's My Account > Order screens. Clicking on the Assign Attendee will take the user to the Add Contact form.

This form displays the following information:

• Order Number
• Date Purchased
• Number of attendees that can be assigned to that order
• Attendees already assigned
• Form fields to add a new attendee. This will include all the fields selected on the Catalogue Item including the custom fields set.

Note:

Attendees added by a customer cannot be amended at a later date to ensure the integrity of the data captured. This can however be amended by an Administrator.

Administrators (with Sales Administration System Security Right) can assign attendees on behalf of the customer. To do this, you can access the customer's My Account screen and fill in the Assign Contact form.

When viewing a Contact's record, you can access their My Account by clicking the View Account button / link. Then under the appropriate Order, click Assign Contact.

Note:

Administrators can also edit attendees that have already been assigned via this route.

To manage attendees that have been added by customers, go to the Order Contacts component. Order Contacts allows you to check the attendees submitted. It is important at this stage to convert them into Contacts within your CRM where their activity will be tracked and you can use the full range of marketing automation and message campaigns tools to engage with those attendees.

Order Contacts allows you to:

• Edit / update assigned attendee details
• Access the Order
• Create Contacts from assigned attendees
• Merge attendees to existing Contacts
• Search attendees
• Export results

Search filters

• Store Profile
• Catalogue Item
• Customer
• Account
• Order No.
• Payment Status
• Attendee Name
• Attendee Email
• Attendee Company

Create Contacts

Affino attempts to match attendees submitted to Contacts that exist in the CRM via the email address.

If an attendee doesn't have a matching record, you will see a Create Contact button which creates a Contact of non-member type. Once created, you can manage the contact within the CRM as normal. This will also push the Contact to the Contact List assigned on the Catalogue Item.

Merge Attendees

If a match is found of the attendee's email address to an existing contact, you can merge the details. Click the Merge Contact button. This will take you to the Merge Contact screen.

From the Merge Contact screen, select the attendee fields you wish to merge with the Contact. Then click the Merge button. Once merged, this will push the Contact to the Contact List assigned on the Catalogue Item.

Each set of results from the Order Contacts screen can be exported to a CSV file. This is an additional facility to the User export t make it easier to gather a list of attendees per event or course.

Simply filter by one of the following search criteria and click the Export button

Search filters

• Store Profile
• Catalogue Item
• Customer
• Account
• Order No.
• Payment Status
• Attendee Name
• Attendee Email
• Attendee Company

Additional Information

• Ensure you are using a responsive skin on the My Account channel otherwise the Assign Attendees links will not appear.