Meeting Attendees

Meeting Attendees enables users to add and manage meeting attendee data for corporate events. Enterprise users can add and manage meeting attendees, check attendees in and out of the event and print attendee badges from within the system using event day workflows.

Public end-users can add attendees when submitting requests or managing attendees for existing events through Online Space Booking sites. When configured for Online Space Booking, a Manage Attendees option will display on the summary page when users submit a new event, and on the Event Details page of existing events.

Meeting Attendee records are standalone, event specific records used for informational and badge printing purposes. They do not link to Accounts, Contacts or other CRM records in your Enterprise database.

The Meeting Attendees license must be applied to your database to use the Meeting Attendees feature.

In this article:

• Configuration
  • Meeting Attendees tab on event windows
  • Show Meeting Attendees checkbox in Online Space Booking Configuration 
• Add/Edit/Remove Meeting Attendees workflows in Enterprise
  • Meeting Attendee page
  • Meeting Attendee tab on event window
• Event Day Operations
  • Check in/out attendees
  • Attendee badge printing
• Meeting Attendee Notes

Configuration

• When the Meeting Attendees license is applied to your database you must add the Meeting Attendees section/tab to your Add/Edit Event window layout.
• To allow public end-users to add, edit and remove meeting attendees from their events through Online Space Booking, you must add the Show Meeting Attendees checkbox field to the Add/Edit Online Space Booking Configuration window.  Momentus recommends adding this field to the Settings tab of the window.

Manage Meeting Attendees in Enterprise

Meeting Attendee Page

Once the Meeting Attendees license is applied to your database, you will be able to access the feature. From there you can search and display attendees across events and complete event day tasks, such as check in and badge printing.

Momentus recommends using the Meeting Attendees page when multiple events requiring check in, badge printing and check out services are occurring in your building.

Add Attendees from the Meeting Attendees Page

To add an attendee from the Meeting Attendees page:

1. Navigate to the Meeting Attendees page and click Add.  The Add Meeting Attendee window opens.
2. Enter attendee information.
3. Click the Event field dropdown and select the event for the attendee.
4. Click OK.

Delete Attendees from the Meeting Attendees Page

You can delete multiple attendees at once. Deleting attendee records cannot be undone. To delete an attendee from the Meeting Attendees page:

1. Navigate to the Meeting Attendees page and select the attendee(s) to delete.
2. Right-click the selection and select Mark for Delete.
3. Click Save.

Edit Attendees from the Meeting Attendees Page

To edit an attendee from the Meeting Attendees page:

1. Navigate to the Meeting Attendees page and select the attendee to edit.
2. Right-click the selection and select Edit.  The Edit Meeting Attendee window opens.
3. Edit the attendee information as necessary.
4. Click OK.

Meeting Attendee Tab on Event Window

Once the Meeting Attendees license is applied to your database, add the Meeting Attendees section/tab to the Add/Edit window layout. 

Add Attendees From the Event Window

To add an attendee to an event from the Edit Event window:

1. Navigate to the Events page and select the event to add the attendee to.
2. Right-click the selection and select Edit.  The Edit Event window opens.
3. Click the Meeting Attendees tab.  
4. Click Add.  The Add Meeting Attendee window opens.
5. Enter attendee information.
6. Click the Event field dropdown and select the event for the attendee.
7. Click OK.

Delete Attendees From the Event Window

You can delete multiple attendees at once. Deleting attendee records cannot be undone. To delete an attendee from an event from the Edit Event window:

1. Navigate to the Events page and select the event with the attendee(s) to delete.
2. Right-click the selection and select Edit.  The Edit Event window opens.
3. Click the Meeting Attendees tab.
4. Select the attendee(s) to delete.
5. Right-click the selection and select Mark for Delete.
6. Click OK.

Edit Attendees From the Event Window

To edit an attendee from the Edit Event window:

1. Navigate to the Events page and select the event with the attendee to edit.
2. Right-click the selection and select Edit.  The Edit Event window opens.
3. Click the Meeting Attendees tab.
4. Select the attendee to edit.
5. Right-click the selection and select Edit.  The Edit Meeting Attendee window opens.
6. Edit the attendee information as necessary.
7. Click OK.

Event Day Operations

You can check in, print badges for and check out meeting attendees, prior to or at the time of your event, in Enterprise.

Check In/Out Attendees 

Check attendees in and out of your event from either the Meeting Attendees page or the Meeting Attendees tab of the event. 

To Check In/Out attendees from the Meeting Attendees page:

1. Navigate to the Meeting Attendees page and select the attendee(s) to check in/out.
2. Right-click the selection and select Tools > Check In or Check Out.

To Check In/Out attendees from the Edit Event window:

1. Navigate to the Meeting Attendees page and select the event with the attendee(s) to check in/out.
2. Right-click the selection and select Edit.  The Edit Event window opens.
3. Click the Meeting Attendees tab.
4. Select the attendee(s) to check in/out.
5. Right-click the selection and select Tools > Check In or Check Out.

Notes:

• The date and time of attendee Check In and Check Out are displayed in the Check In and Check Out fields on the Edit Meeting Attendee Window.
• Show the Check In and Check Out columns on the Meeting Attendees page or in the Meeting Attendees tab of the Edit Event window to view attendee check in and check out information.
• Clear Check in and Clear Check Out options in the Tools menu can be used to remove check in/check out data if an attendee is mistakenly checked in or out

Meeting Attendee Reports

Add Custom Badge Reports to the Meeting Attendees Report list in Enterprise for event badge printing purposes. 

To print Meeting Attendee Badge Reports from both the Meeting Attendees page and the Meeting Attendees tab of an event:

1. Select the attendee(s) to print badges for.
2. Right-click the selection and select Reports.  The Meeting Attendee Reports window opens.
3. Select the report to run.
4. Click Select.

Meeting Attendee Notes

• You cannot copy Meeting Attendees to/from other events.
• Meeting Attendees are not copied when an event is copied.
• You cannot bulk import Attendees.  Please contact the Momentus Technical Services team for options regarding custom imports.
• Attendee records are at the Event level only.