Walk-in Attendees

  • iPad

This feature provides the means to register and capture details, including signatures, for walk-in attendees quickly and accurately. Every attendee, including walk-in attendees, at an event must be recorded to ensure accurate reporting of event details and costs. Event coordinators are then able to reconcile the attendee list against the CRM database records list of Accounts and Users to satisfy compliant reporting requirements.

Configuration

To configure walk-in attendees:

  1. Grant all users the following FLS permissions:

    Object Field User Access
    EM_Event_Rule Walk_In_Fields_vod Read
    EM_Attendee_vod
    • City_vod
    • Email_vod
    • First_Name_vod
    • Last_Name_vod
    • Meal_Opt_In_vod
    • Phone_vod
    • Status_vod
    • Walk_In_Status_vod field
    • Walk_In_Reference_ID_vod
    • Zip_vod
    		 Edit
    Event_Attendee_vod
    • City_vod
    • Email_vod
    • First_Name_vod
    • Last_Name_vod
    • Phone_vod
    • Walk_In_Status_vod field
    • Zip_vod
    		 Edit
    Medical_Event_vod
    • Event_Display_Name_vod
    • Walk_In_Fields_vod
    		 Edit
    EM_Event_vod
    • Event_Display_Name_vod
    • Walk_In_Count_vod
    • Walk_In_Fields_vod
    		 Edit

  2. Grant all users access to the Walk_In_Fields_vod record type on the EM_Event_Rule_vod object.

    This field has a default label of Sign in Rules.

  3. Grant Data Admins FLS edit permission to the Walk_In_Fields_vod field on the EM_Event_Rule_vod object.
  4. Create a new Event Rule record of type Walk in Fields from an existing Event Configuration.

  5. Populate the Walk in Fields field with the list of fields that should display on the event registration form for walk-in attendees.

    • Field syntax is ;FieldName1;FieldName2;…;FieldNameN:

    • Use <R> after the field name to indicate a field is required on the walk-in registration form, for example ;Last_Name_vod<R>;First_Name_vod<R>;

      The Last_Name_vod field must be included in the list of Walk-in Fields and must be marked as required.

    • These fields must be on both the EM_Attendee_vod and the Event_Attendee_vod objects, and the user must have FLS edit permission to all listed fields

    • The following types of fields are supported:

      When adding custom fields to the Walk_In_Fields_vod field, use the API name of the custom field. Do not include __c.

    • Text (up to 255 characters)
    • Email
    • Phone
    • Picklist

    • Check box (displays as a yes / no picklist in the UI)

  6. Modify the formula of the existing Attendee_Selection_vod validation rule on the Event_Attendee_vod object to:

    AND(LEN( Account_vod__c ) < 1,LEN( Contact_vod__c ) < 1,LEN( User_vod__c ) < 1,LEN(EM_Attendee_vod__c) < 1,LEN(EM_Event_Speaker_vod__c) < 1, ISBLANK(TEXT(Walk_In_Status_vod__c)))

When the Walk_In_Fields_vod Event Rule exists, and a user creates an event, the Walk_In_Fields_vod field value from the Event Rule is stamped on the EM_Event_vod record and its corresponding Medical_Event_vod offline record. To create a one-off change to the walk-in registration form for an event, manually edit the Walk_In_Fields_vod value on an EM_Event_vod record.

If the rule does not exist, and the Walk_In_Fields_vod value is not overridden manually on an event, walk-in registration is not available for this event. Walk-ins are prevented by hiding the Register link.

Signing Into an Event as a Walk-in Attendee

See Signing In as a Walk-in Attendee for more information.

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