One of the most powerful features of our software is the custom registrant profile system. You are free to create an unlimited number of registrant profiles. Think of a registrant profile as a unique registration pathway for your different types of guests. You might have both regular attendees and exhibitors at your event, but they probably won't register for the same things.
Custom registrant profiles allows you to customize those different attendees' registration experiences. A registrant profile can drive a number of aspects of the registration experience, including:
- The items the registrant can see and is eligible to select (i.e. booth versus banquet)
- Prompts for information that the registrant sees (i.e. company name versus address)
- How the registrant is allowed to pay (i.e. online versus at the event)
CUSTOM PROFILE DASHBOARD
You can reach the profile tool in one of two ways:
- In the EVENT BUILDER under ITEMS, you will see a profile section atop your registration items. Click the pencil icon and that will bring you to the PROFILE TOOL.
- In the EVENT BUILDER, click REGISTRANT TYPES on the left and Custom Registration Profiles on the right which will bring you to the profile summary screen. Click LAUNCH PROFILE TOOL atop the page.
1. PROFILE ACCESS THROUGH ITEMS SECTION
Both methods will achieve the same result. Check out the below screenshot - it shows the top of the ITEMS page, where you'd use the pencil icon to access the Custom Registrant Profile tool:
TIP: an icon will appear for each profile you created at the top of the items page. If the profile is turned on, the icon will be dark; otherwise, it will be a light grey. Clicking the icon will filter your list of items to show you exactly what registrants in that profile will be able to select on the registration form.
2. PROFILE ACCESS THROUGH CUSTOM REGISTRANT PROFILE TOOL
When you go through the Custom Registrant Profile tool, you first come to a main page that gives you a map of what your profiles have access to. Take a look at the example below - there are a few custom profiles setup already:
Notice how the Custom Registrant Profile tool gives you a nice mapping tool - for each profile, you can expand a view that shows how you customized the settings for each of your profiles afterwards (i.e. what items that profile is allowed to see and what their registration form will look like).
CREATING CUSTOM REGISTRANT PROFILES
Let's walk through creating a new custom registrant profile. To get started, if your in the Custom Registrant Profile tool area, click LAUNCH PROFILE TOOL at the upper right of the page. If you're in the ITEMS area, then click the small pencil icon at the upper right of the page.
CREATE A NEW PROFILE
Once you launch the profile tool, a window will pop-up. Click the + New Profile button to add a new profile. It will show up in the list below as "Profile Name" before you edit it (see the example below).
Once you add a profile, open the profile to configure it. Give the profile a name and optional description. You may choose the order in which the profile is presented if you have several.
In the "Which items are included in this profile?" section, check off the registration items you want to make available for the profile. This is a major feature of creating custom profiles - it allows you to custom tailor different registration experiences for different types of attendees. The feature can come in handy often.
Click the MORE OPTIONS button and it will reveal advanced settings for registrant profiles.
Here's a quick explanation on the advanced settings:
Profile visibility to primary registrants Use this setting to choose whether a primary registrant can choose this profile from the profile selector. When "registrants cannot choose this profile is set", the profile is hidden from the pick list. You may want to use this if your profile is exclusively for "guests" or if you are using invitations and do not want others to be able to choose this profile.
Profile visibility to sub-account registrants If you allow sub-account registration (registration for minors under parent email, etc), you can show/hide profiles for sub-account registration.
Post-Registration Approval Needed Use this if you need to approve a registrant under the profile prior to registration completion.
Payment Gateway and Optional Online Payment Setting You can use a different payment gateway for profile registrants or adjust payment rules.
Optional Profile Expiry Use this to set a registration close date for a profile that differs from the overall event registration close.
HOW REGISTRANTS INTERACT WITH PROFILES
When you activate profiles, users who go to register will be prompted to select the appropriate profile. In most cases, this is sufficient to properly funnel your attendees into the correct registration path.
When registering guests, you (or they) will also be prompted to select a registrant profile for the guest:
PROFILES FOR INVITATION EVENTS
Head over to the INVITE section of the builder and you'll be taken to our invitation-making tool. Simply use the dropdown to select Add Individual Invitees and a dialogue box will appear, allow you to add an invitee.
Here, you can leverage the custom registrant profiles you made prior and assign them a profile. That way, they will be funneled into your tailored registration experience that you created for them.
LEVERAGING CUSTOM PROFILES
The beauty of custom profiles is their usability across multiple functions on the site. Some other areas of the site that you're able to customize through the use of custom registrant profiles:
- Registration Forms in the FORMS section of the builder
- Apply discounts by profile under the discount section in the ITEMS builder
- Use profiles in the INVITE section of the builder
- Send links to registration forms of specific profiles
CUSTOMIZED REGISTRATION FORMS
One of the more powerful use cases of custom profiles is within the FORM section of the Event Builder. Head over to FORMS and Attendee Forms & Notices - you'll see a nicely-organized grid of all the custom registrant profiles you created.
Under default conditions, the system will present your registration form with identical prompts for each registrant type. If you wish to customize your set of prompts for specific profiles, you can click the CONFIGURE button next to that profile and turn on customization within the form editor.
After you have customized a form for a specific profile, the row for that profile will then say "Custom Form" and the CONFIGURE button will turn orange.