Attendee List

The ‘Attendee List’ report in Reports module of Retention CRM provides Associations, Chambers of Commerce and Nonprofits with a comprehensive list of attendees for one or more events. It allows event organizers to view and analyze participant data for various purposes.

General Functionality of ‘Attendee List’ report

Here’s a breakdown of the fields and filters available:

Available Fields:

• Participant Name: Name of the attendee.
• Event ID: Unique identifier for the event.
• Status: Registration status of the attendee (Registered, Not Registered, Pending, etc.).
• Role: The role assigned to the attendee in the event (e.g., Speaker, Volunteer, Attendee).

Using ‘Attendee List’ report in Association Management

Nursing Association Context:

• Participant Name: This would be the name of the nurse who registered for the event.
• Event ID: This would be the unique identifier for the nursing association’s event (e.g., seminar, conference, workshop).
• Status: This would indicate whether the nurse is registered for the event, not registered, waitlisted, etc.
• Role: This could specify the nurse’s role in the event, such as attendee, presenter, or volunteer.

Additional Filters:

• Contact Name: Filter by a specific attendee’s name.
• Contact Source: Filter by how the attendee information was acquired (e.g., website form, referral).
• Gender: Filter by attendee’s gender (if recorded).
• Birth Date: Filter by attendee’s birth date (if recorded).
• Contact Type: Filter by attendee’s contact type (e.g., Individual, Organization).
• Contact Created/Modified: Filter by the date the attendee record was created or modified.
• Deceased/Do Not Contact: Exclude attendees marked as deceased or opted out of communication.
• Communication Preferences: Filter by preferred communication methods (email, phone, mail, etc.).
• Preferred Language: Filter by the attendee’s preferred language for communication.

Contact Information:

• Participant E-mail: Email address of the attendee.
• Address Information: Street address, city, postal code, and other location details.
• Country: Country of residence for the attendee.

Tag/Group/Event:

• Tag: Filter by tags assigned to attendees (e.g., “member”, “student”).
• Group: Filter by attendee’s membership group in the nursing association.
• Event: Filter by specific event(s).

Registration/Payment Information:

• Participant Status: Same as the general “Status” field.
• Participant Role: Same as the general “Role” field.
• Registration Date: Date the attendee registered for the event.
• From/To: Filter registrations by date range.
• Fee Currency: Currency used for event registration fees.
• Registered By: Filter by the user who registered the attendee (if applicable).
• Participant Source: How the attendee information was obtained (e.g., online registration, manual entry).
• Is Test: Filter to exclude test registrations.
• Campaign: Filter by marketing campaign associated with the event (if applicable).

Event Details:

• Event Type: Filter by event category (e.g., conference, workshop).
• Event Start/End Date: Date range for the event.

Payment Details:

• Payment Date: Date the registration fee was paid (if applicable).
• Financial Type: Type of financial transaction for the registration fee.
• Payment Currency: Currency used for the payment.
• Payment Type: Method used for payment (e.g., credit card, check).
• Payment Status: Status of the payment transaction (e.g., Completed, Pending).
• Fee Level: The specific fee level the attendee registered for (if applicable).

Scenario: How a Nursing Association can Utilize the Attendee List Report

The nursing association is organizing a continuing education conference for its members. They can utilize the Attendee List report in several ways:

• Identify attendees by membership status: Filter by the “Group” field to see a list of registered members and non-members. This helps assess member participation and target outreach efforts.
• Track registrations by date: Use the “Registration Date” filter to monitor registration trends and identify any last-minute surges.
• Contact attendees pre-event: Generate a mailing list (considering communication preferences) from the report to send pre-event information or reminders.
• Evaluate event participation: After the event, analyze attendee demographics (gender, location) to understand their interests and tailor future events accordingly.
• Track payments: Use the payment-related filters to identify any outstanding payments or reconcile transactions.

More Use Cases for Chambers of Commerce, Associations and Nonprofits

Association Use Case: Identify attendees by membership status

A nursing association is organizing a continuing education conference for its members. They can utilize the Attendee List report to filter by the “Group” field to see a list of registered members and non-members. This helps assess member participation and target outreach efforts. This can be used by other associations in a similar way to track member engagement in events and identify potential new members.

Chamber of Commerce Use Case: Track registrations by date

A chamber of commerce is organizing a business mixer event. They can utilize the Attendee List report to use the “Registration Date” filter to monitor registration trends and identify any last-minute surges. This allows them to better anticipate attendance numbers and allocate resources accordingly. Chambers of commerce can also use this to identify popular events and plan future events based on member interest.

Nonprofit Use Case: Evaluate event participation

A nonprofit organization is organizing a fundraising gala. They can utilize the Attendee List report to analyze attendee demographics (gender, location) to understand their interests and tailor future events accordingly. This can help them identify which demographics are most interested in their cause and target their outreach efforts more effectively. Nonprofits can also use this information to improve the effectiveness of their fundraising events.