When you organise an event, you are likely to promote it to some of your existing contacts. Offering them to register via the standard online registration has several problems:
- Some will spell their names (or other information in the profile you use for the registration) differently than what is on your CRM, or with a different email. So you end up with duplicates.
- They have to retype the information that is already in your CRM (their name, email...)
- They can't excuse themselves (register with a status "can't come")
They are two options: prefilled registrations, and pre-registering the participants with a status "invited"
This is already the case when you go to the registration form as a logged in user, but often they aren't logged in.
However, you can send in your email a link with a registration form with a checksum tocken, that will let the user to register himself.
If the contact_id matches the checksum, it displays a pref-filled form. Changes:
1) Adding a message a the top "Hello, Xavier DUTOIT.(Not Xavier?)" the link goes to an empty form http://example.org/civicrm/event/register?id=xxx&reset=1&
2) Adding a link below that message "I want to excuse myself, I won't be able to attend" (that will register the participant with the status "No"
Moreover, I want to be able to spot on the participant list who is new and who has registered using the link they received. I suggest to use the (never displayed) source to add "prefilled", and use it as the class of the row, so it can be styled differently.
Basic steps are:
- A group of contacts is "invited" to the event - and sent to an event page.
- The event "registration" page asks them "Are you coming?" and gives them choices, typically: Yes, No, Maybe
- The organization holding the event typically sends one or more follow-ups to:
- folks in the invite group who have not yet responded one way or the other
- folks who've said 'Maybe'
In version 2.2, we expect that this flow can be supported WITH some configuration work and customizations.
- Modify the Participant status label from "Registered" to "Yes" and add new statuses for "Maybe" and "No". Set visibility for all 3 to Public.
- Include a profile with the "Participant Status" field in your event registration page (you can re-label the field from 'Participant Status' to 'Are you coming?' or something like that).
- Custom versions of the registration "Thank-you page" template and the email confirmation template are needed to provide alternate language for the Maybe and No (not coming) cases. I've included a rough draft of changes needed for the thank-you page below.
Finally, in order to do the follow-up emails for the "not-yet-responders" - a Custom Search is needed which can return contact in the "Invite Group" who do not have any participant record for a particular event. Building Custom Searches.