3 – View and Edit Event Registration

Summit Event Registrations

Once a registrant registers for an event instance, a record will be automatically created in the Summit Event Registration object. Usually, you do not need to manually create an event registration. After the registration is created by the system, you can view and edit the details of the registration. Instead of explaining the steps to creating an event registration, this object will explain how we can view and edit the event registration after it has been created.

We can view the event registrations of a specific event instance or an event. On the Event Instance page, hover the cursor over to the “Summit Event Registrations” on the top and a lookup list of all registrations for the event instance will show up. You can also scroll down to the “Summit Event Registrations”, which is usually the first section after all the event instance information.

You can also view the registrations similarly on the Event page.

Note: The Summit Event Instance object and the Summit Event Registration object have a Master-Detail Relationship and the Summit Event Instance is the master object. A registration must belong to a specific event instance and cannot exist alone. If an event instance is deleted, all related registrations will be deleted too. There are many other Master-Detail Relationships in the whole event object such as Summit Event (master) and Summit Event Instance, Summit Event Instance (master) and Summit Event Host, Summit Event (master) and Summit Event Email and so on.

If you want to manually create an event registration, you can click the New Summit Event Registration button on the lookup list or go to the event registration object and click New.

Note: If you create an event registration manually, you will first need to enter a Contact that matches an existing record in the Contact object. So if the contact record has not been created, you will need to create a contact record. That is why manually creating an event registration is not recommended. If the event registration is created by the system, the system will also automatically create a Contact record at the same time. You will also need to enter a value for the Event field and Event Instance that matches the existing event and event instance records too.

The information of an event registration is organized into sections, shown and described below:

• Summit Event Registration Detail (Edit)
• Generated Itineraries
• Duplicate Information
• Original Registration Information
• Additional Information Questions

Summit Event Registration Detail (Edit)

Campus Event Registration: An identification number of each event registration. It is a standard Salesforce field and displays in a format of EVR-{000000}. The system will automatically generate and assign a number to this field once an event registration is created. No need for any user input and this field cannot be edited.

Contact: The name of the registrant. It is a lookup field that relates to the Contact object. As mentioned above, the value must be matched with a record in the Contact object. When you hover the cursor over to the Contact field on the View page, a mini page of the contact will show up.

Event: The value of the Event Label field of the parent event that the registration belongs to. It is also a lookup field and it links to the Event object. You can also see a mini page if the cursor is on the field value.

Event Instance: The identification number of the event instance that the registration belongs to. It is also a lookup field and it links to the Event Instance object. You can also see a mini page if the cursor is on the field value.

Event Name: The value of the Event Name of the parent event. It is automatically filled in once the Event field is filled in.

Event Instance Title: The value of the Instance Title field of the event instance that the registration belongs to.

Event Instance Date: The value of the Start Date/Time field of the event instance.

Date/Time Text: The Event Instance Date value in a format of “Weekday, Month Date”.

Start Time Text: The time value of the Start Date/Time field of the event instance.

End Time Text: The time value of the End Date/Time field of the event instance.

Number of Guests: The total number of guests/additional attendees NOT including the registrant. It captures the response of the “Additional Guests” on the event registration page when Allow Other Attendees is selected and Max Other Attendees is set up in the parent event.

Total Number of Guests: The total number of guests/additional attendees plus the registrant. It is automatically calculated by the system and does not require any user input.

Actual Number of Guests: The number of guests/additional attendees who actually attend the event. You will need to manually enter the value to this field after the event.

Appointment Table

Location Title: The value of the Location Title Override field of the event instance or the value of the Location Title field of the parent event if the Location Title Override is blank.

Location Address: The value of the Location Address Override field of the event instance or the value of the Location Address field of the parent event if the Location Address Override is blank.

Registration Origin: This field displays how the registration is entered. The default value is Online even if the registration is created manually. This field has the following picklist values:

• Online
• Phone
• In Person

dfc interview link: The link that is pulled from the field Dfc Interview Link in the contact record. It opens a community page that allows a user to register a Dougherty Family College Student Interview.

Confirmation Call Result: The result after the confirmation call with the registrant is made. This field can be used for reporting in the future. This field has the following picklist values:

• Talked to Prospect
• Talked to Parent
• Left Message
• No Answer
• Disconnected
• Wrong Number
• Change needed-Call Logged

Registrant Applicant Type: Registrant’s response to the “Applicant Type” on the event registration page if the parent event’s Applicant Type field is blank. If the Applicant Type field of the parent event has a value, then the value will be passed to the Registrant Applicant Type here. This field has the following picklist values:

• First-Year
• Transfer

Record Type: A standard Salesforce field that the user cannot edit.

Status: The status of the registration. It can be updated to describe the status of the registration. It also controls the picklist values that are available to pick for the Substatus field. This field has the following picklist values:

• Started
• Requested
• Received
• Confirmed
• Ready
• Canceled
• Rescheduled
• Status

Substatus: The substatus of the status of the registration. The available picklist values depend on the value selected for the Status field. For example, if the Status value is Requests, then only On Hold is available to pick for the Substatus. This field has the following picklist values:

• On Hold
• Pending Appointments
• No-Show
• Declined
• Unavailable
• All Appointments Confirmed
• Attended
• Attended - Incomplete
• Checked-in
• In Progress
• Attended – walk in

Note 1: When you double-click either the Status or the Substatus on the view page to edit one of the fields, a window will pop up that allows you to edit both the fields at the same time.

Note 2: The Status and Substaus fields work with the Location Type field of the parent event and Location Type Override field of the event instance. As mentioned in the object of Summit Event, if you choose one of the four location type values (Minneapolis, St. Paul, St. Paul - North, St. Paul - South) and the Status is Confirmed and the Substatus is Attended on the event registration, Salesforce will update the participant’s Contact record based on the Start Date and End Date on the registered event instance. The fields of Initial Foot on Campus, Last Time on Campus and Foot on Campus will be updated on the participant’s Contact record.

Date: The date value of the Start Date/Time field of the event instance.

Preferred Visit Time: Registrant’s response to the Preferred Visit Time on the event registration page if the Include Time Frame List is checked in the parent event.

Total Confirmed Appointments: A roll-up summary that counts the number of appointments that belongs to this registration. The Appointment Status needs to be Confirmed in the Event Appointment.

Total Appointments: A roll-up summary that counts the number of appointments that belongs to this registration regardless of the Appointment Status value in the Event Appointment.

Admissions Counselor: When a contact record is created in the system, a value will be automatically assigned to the field Suggested UG Adm4Y Counselor Role on the Contact record. The value of this field Admission Counselor is pulled from the Suggested UG Adm4Y Counselor Role.

Financial Aid Counselor: When a contact record is created in the system, a value will be automatically assigned to the field Suggested UG FinAid Counselor Role on the Contact record. The value of this field Financial Aid Counselor is pulled from the Suggested UG FinAid Counselor Role.

UG Parking Pass Link: A link to a parking pass for the registration. The link is generated by a formula that is based on the Community Base URL field in the Summit Event object.

Add to Calendar Link: This link will generate an iCalendar file to allow the registrant to add it to the Outlook. It is also a formula field that is based on the Community Base URL field in the Summit Event object.

Event Registration Cancel Link: A link that directs to the page that the registrant can cancel the registration.

Location Map Link: The value of the Location Map Link Override field of the event instance or the value of the Location Map Link field of the parent event if the Location Map Link Override is blank.

Generated Itineraries

The area that displays the information of the appointments that belong to the registration. It usually includes the appointment time, description (Appointment Title+Description), the location (building) of the appointment and hosting information if any. There is no need for any user input and it cannot be edited by the user either. There are two sections in the Generated Itineraries. The right section “Requested Appointments” displays all the appointments that belong to the registration regardless of the appointment status. The left section “Generated Itinerary” only displays the requested appointments whose Appointment Status field value is Confirmed.

Note: When the Appointment Status of the event appointment is changed to Confirmed, an email of the appointment and hosting information will be sent to the registrant.

Duplicate Information

New Contact Created: The system will automatically check this field if the registrant submits the registration online but the contact is not found in the Contact record. Then the system will create a contact and check this field.

Contact Soft Match Email: When a new contact is created, this field displays possible matches to existing contact records that have the same email address.

Contact Soft Match First Last Zip: When a new contact is created, this field displays possible matches to existing contact records that have the same first name, last name, and zip code.

Matching Log: Log of all possible matches to existing contact records.

Note: The Contact Soft Match Email field and Contact Soft Match First Last Zip field do not show the actual matching email or first name, last name, and zip code. The matching information can be found in the Matching Log. Below please see an example that a new contact’s email is matched with an existing contact record. After reviewing the Matching Log, you can manually edit the Action and merge/edit existing contact records.

Registrant High School Not Found: Field to record the name entered by the registrant for a high school when the high school info cannot be found in the search.

Registrant College Not Found: Field to record the name entered by the registrant for a college when the college info cannot be found in the search.

Original Registration Information

Note: The information below is specific for an event registration and can be manually edited, which means some of the information such as Registrant First/Last name, address info, the phone number and high school/college can be different from the Contact record.

Registrant First Name: Registrant’s response to the First Name on the event registration page.

Registrant Last Name: Registrant’s response to the Last Name on the event registration page.

Registrant Email: Registrant’s response to the Email on the event registration page.

Registrant Gender: Registrant’s response to the Sex on the event registration page if the Ask Gender is neither blank nor Do Not Ask in the parent event setup.

Registrant Street 1: Registrant’s response to the Street on the event registration page.

Registrant Street 2: Registrant’s response to the Street Line 2(optional) on the event registration page.

Registrant City: Registrant’s response to the City on the event registration page.

Registrant State: Registrant’s response to the State on the event registration page.

Registrant Zip: Registrant’s response to the Zip on the event registration page.

Registrant Date of Birth: Registrant’s response to the Date of Birth on the event registration page.

Registrant Phone: Registrant’s response to the Home Phone on the event registration page.

Registrant Mobile Phone: Registrant’s response to the Mobile Phone on the event registration page.

Registrant Major: Registrant’s response to the Program of Interest 1 on the event registration page.

Registrant Major2: Registrant’s response to the Program of Interest 2 on the event registration page.

Registrant Major3: Registrant’s response to the Program of Interest 3 on the event registration page.

Registrant Major4: Registrant’s response to the Program of Interest 4 on the event registration page.

Registrant Program Interest: A list of all of the registrant’s responses to the Program of Interest on the event registration page.

Note: The registrant can select up to 4 programs of interest on the event registration page.

MPCW Visit ID: Minnesota Private College Visit ID

Registrant High School: Registrant’s response to the High School on the event registration page if the high school info can be found in our search. If the high school is not found in the search, the registrant’s response will go the field Registrant High School Not Found.

Registrant High School Code: The code of the high school. It is automatically filled in based on the Registrant High School field.

Registrant High School Grad Year: Registrant’s response to the Graduation Year under the High School section on the event registration page.

Registrant College: Registrant’s response to the College on the event registration page if the college info can be found in our search. If the college is not found in the search, the registrant’s response will go the field Registrant College Not Found.

Registrant College Code: The code of the college. It is automatically filled in based on the Registrant College field.

Registrant College Year: Registrant’s response to the Last Year Attended under the college section on the event registration page.

Registrant Receive Texts: Registrant’s response to the checkbox “I am willing to receive text messages about this event” on the event registration page.

Registrant Do Not Call:

Registrant Parent Status: Registrant’s response to the “I am” on the event registration page if Ask if Parent is checked in the parent event setup. This field has the following picklist values:

• The student
• A student’s parent/guardian
• Other

Registrant Parent First Name: Registrant’s response to the First Name under the Parent Information section on the event registration page if the registrant chooses A student’s parent/guardian for “I am”.

Registrant Preferred First Name: Registrant’s response to the Preferred First Name on the event registration page.

Registrant Parent Last Name: Registrant’s response to the Last Name under the Parent Information section on the event registration page if the registrant chooses A student’s parent/guardian for “I am”.

Preferred First Name Formatted: The registrant’s full name. It combines the registrant’s response to the First Name and the Last name.

Registrant Parent Email: Registrant’s response to the Email under the Parent Information section on the event registration page if the registrant chooses A student’s parent/guardian for “I am”.

Registrant Parent Phone: Registrant’s response to the Phone under the Parent Information section on the event registration page if the registrant chooses A student’s parent/guardian for “I am”.

Additional Information Questions

Add Info Question: The text of the question that is set up in the Additional Questions section in the parent event setup. It is automatically pulled from the value of the Add Info Question Text field in the parent event.

Add Info Answer: Registrant’s response to the additional questions on the event registration page.