Find Participants

The “Find Participants” feature in the Event Management module of Retention CRM allows Associations, Chambers of Commerce and Nonprofit organizations to search and filter registrations for any event they’ve created. This helps them target specific attendees for various purposes, such as sending follow-up emails, tracking attendance status, or analyzing registration trends.

General Functionality of the “Find Participants” Feature

• Edit Search Criteria: This section allows you to refine your search using various filters.
• Participant Name or Email: Enter a participant’s name or email address to find their specific registration.
• Participant Tag(s): Search for participants based on tags assigned to them. (e.g., “Early Bird Registration”)
• Participant Group(s): Filter by pre-defined participant groups. (e.g., “Student Nurses”)
• Contact Type: Specify the type of contact (Individual, Organization)
• Search in Trash: Include deleted participant registrations in your search. (Use with caution!)
• Event Name: Select a specific event to view its registered participants.
• Event Type: Filter by event type (e.g., Conference, Workshop)
• Event Active On: Search for registrations within a specific date range for when the event was active.
• Register Date: Filter by the date participants registered for the event.
• Status: Find participants by their registration status (Registered, Attended, Cancelled, etc.)
• Participant Role: Search for registrants with a specific role within the event (e.g., Speaker, Volunteer)
• Participant is a Test?: Choose “Yes” to find test registrations used for setting up the event.
• Participant is Pay Later?: Filter by whether participants have chosen a “pay later” option.
• Fee Level: Search by the fee level participants registered for (if applicable).
• Fee Amount: Specify a range (From – To) to find registrations within a specific fee amount.
• Participant ID: Enter a participant’s unique ID number (if known).
• Campaigns: Filter participants based on any associated marketing campaigns.

Using the “Find Participants” Feature in Association Management

Let’s use a hypothetical scenario to illustrate how a nursing association can leverage “Find Participants”:

Scenario: The association is hosting a conference on “Advanced Practices in Wound Care.” They want to:

1. Contact Early Bird Registrants: Use the “Participant Name or Email” or “Event Name” along with the “Participant Tag” filter (e.g., “Early Bird Registration”) to find all early bird registrants. This allows them to send a pre-conference email with important information or reminders.
2. Track Student Nurse Attendance: Utilize the “Participant Group” filter (e.g., “Student Nurses”) and the “Status” filter (“Attended”) to identify student nurses who attended the conference. This helps fulfill continuing education requirements or distribute certificates.
3. Analyze Unpaid Registrations: Use the “Participant is Pay Later?” filter (“Yes”) to find participants who haven’t settled their registration fees. This allows for sending payment reminders or following up with them.
4. Identify Participants for a Specific Workshop: Filter by “Event Name” (workshop title) and “Participant Role” (“Attendee”) to find participants registered for a specific wound care workshop within the conference. This helps with room arrangements or distributing workshop materials.

More Use Cases for Associations

Membership Renewal Campaign Targeting

An association can use “Find Participants” to target specific member groups for renewal campaigns. For example, they can filter by “Participant Group” (e.g., ” expiring membership”) and “Contact Type” (“Individual”) to identify members whose memberships are expiring soon. This allows for sending personalized renewal emails with relevant incentives.

Volunteer Recruitment for Events

Associations can leverage “Find Participants” to identify potential volunteers for upcoming events. They can filter by “Participant Role” (“Volunteer”) for past events related to the upcoming one. Additionally, filtering by “Skills” (if such a field is set up) can help find volunteers with relevant expertise.

Event Feedback Analysis

Following an event, associations can use “Find Participants” to gather feedback from specific attendee groups. They can filter by “Event Name” and “Participant Group” (e.g., “Workshop Attendees”) to target attendees of a particular session. Sending surveys through Retention CRM to this filtered group allows for focused feedback analysis.

By using these filters in various combinations, Associations, Chambers and Nonprofits can gain valuable insights into their event registrations and effectively manage their event attendees.