Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Events/Attendees/Attendees.htm

## Managing Event Attendees

Once end users have scheduled and created an event, they can use the Attendees related list to add attendees to their event. Event attendees can include person accounts, business accounts, or even other Vault CRM users.

End users can filter and search for the appropriate attendees and add several attendees to their event at once, simplifying the event planning process. Additionally, each attendee can be selected to view more details about a particular attendee before they are added to the event.

**Who can use this feature?**

* End Users - Browser, iPad
* [Creating Attendees](#Creating)
* Users require an Events Management License

### Configuring Managing Attendees for

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

To configure this feature, ensure [Configuring Events Management](../Configuration/Config.htm) is complete.

#### Defining Attendee Detail Fields

The list of sections and fields that display when viewing details about an attendee can be controlled via an em\_event\_rule\_\_v record. The list of fields can be defined for each type of event attendee:

1. Navigate to the **Event Rules** section of the appropriate em\_event\_configuration\_\_v record.
2. Select **New**.
3. Select **attendee\_fields\_\_v** for the object type.
4. Populate the following fields:

   * account\_attendee\_fields\_\_v – A double semicolon separated list of account\_\_v fields to display. Use the following format:

     ;;Field1APIName;;Field2APIName;;
   * user\_attendee\_fields\_\_v – A double semicolon separated list of user\_\_sys fields to display. Use the following format:

     ;;Field1APIName;;Field2APIName;;
   * contact\_attendee\_fields\_\_v – A double semicolon separated list of person\_\_sys fields to display. Use the following format:

     ;;Field1APIName;;Field2APIName;;

   Ensure end users have at least Read permission to any field listed in these three fields.

   In addition to account\_\_v, user\_\_sys, and person\_\_sys fields, the following additional values are available:
5. LastTopic – Displays a warning if the attendee has recently attended an event with the same topic
6. Address – Displays a list of the addresses of the attendee. The account's primary address displays first in the list.
7. RecentEvents – Displays a list of recent events the attendee has attended
8. MCCP – Displays any em\_attendee\_v MCCP channels and activity goals associated with the attendee. This option is only available in the account\_attendee\_fields\_\_v field.
9. Select **Save**.

#### Mapping Default Attendee Types to Event Types

Admins can define the default attendee type for each standard and custom event type, expediting the event planning process.

To define the mapping:

1. Navigate to the message\_\_v record referenced by the **default\_attendee\_record\_type\_\_v** Veeva Setting. By default, this Veeva Message is DEFAULT\_ATTENDEE\_RECORD\_TYPE;;MEDICAL\_EVENTS.
2. Edit the Veeva Message to add event type to attendee type mappings. Use the following format:

   ```
   <event_object_type_1>,<attendee_object_type1>;;<event_object_type_2>,<attendee_object_type2>;;
   ```

   Only map each event type and attendee type once.

### Creating Attendees as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

Browser
iPad

To create attendees for an event in the Browser:

1. Navigate to the appropriate em\_event\_\_v record.
2. Select the **Attendees** tab.
3. Select **Create**. The Select Attendee modal displays all available person accounts, business accounts, or users to add as attendees based on the selected [view](../../Accounts/MyAccounts/Account_Lists_and_Views.htm). Attendee fields display based on the configured event rule.

   ![](../../../Resources/Images/Events/Attendees/AttendeeSelectVault.png)
4. Enter the appropriate search criteria to search for Account, User, or Person records. Search occurs across all Account, User, or Person fields. To obtain exact matching results to a single word or partial phrase, enclose the search text in double quotation marks (“ “).
5. Select the checkbox next to an attendee to add them to an event. Added attendees display in the modal as color coded pills, enabling event organizers to quickly review which attendees they've already added to the event.

   ![](../../../Resources/Images/Events/Attendees/AttendeeSelectVault1.png)
6. Select **Save** to add the selected attendees to the event.

#### Viewing Attendee Details

From the Select Attendee modal, end users can also view details about a specific attendee by selecting the hyperlink name of the user or account.

![](../../../Resources/Images/Events/Attendees/AttendeeDetailsVault.png)

If [Selecting Attendees in Hierarchies](Hierarchies.htm) is enabled, organizers can drill down into a business account to view related accounts in the hierarchy.

#### Filtering by My Attendees

End users can filter the list of event attendees to quickly view attendees they are responsible for based on record ownership or territory alignment, improving efficiency when sending invitations or updating attendee statuses. This is useful when looking for attendees in large events, often in collaboration with other team members.

End users can toggle this filter to isolate the attendees they own or those aligned to their territory within the Attendee related list.

To filter the Attendee related list, select the Only Show My Attendees checkbox.

![](../../../Resources/Images/Events/Attendees/FilterMyAttendee-Browser.png)

Only attendee records within the user’s territory or who are owned by the user display in the filtered list.

To create attendees for an event on the iPad:

1. Navigate to the **Attendees** related list of the appropriate event. A summary widget groups the event's attendees by status, as well as a metric for the total number of attendees.

   ![](../../../Resources/Images/Events/Attendees/AttendeeSelectiPad2.png)
2. Select the **+** button. The Select Attendee modal displays all available person accounts, business accounts, or users to add as attendees based on the selected [view](../../Accounts/MyAccounts/Account_Lists_and_Views.htm). Attendee fields display based on the configured event rule.

   ![](../../../Resources/Images/Events/Attendees/AttendeeSelectiPad.png)
3. Enter the appropriate search criteria to search for Account, User, or Person records. Search occurs across all Account, User, or Person fields that have been configured to display in the search modal. To obtain exact matching results to a single word or partial phrase, enclose the search text in double quotation marks (“ “).
4. Select the checkbox next to the appropriate attendee or attendees to add to the event. Added attendees display in the modal as color coded pills, enabling event organizers to quickly review which attendees they've already added to the event.
5. Select **Save** to add the selected attendees to the event.

#### Viewing Attendee Details

Event organizers can view details about an attendee before selecting them to add to the event:

1. Navigate to the appropriate attendee in the Attendee Selector modal.
2. Select the **All Actions** menu.

   ![](../../../Resources/Images/Events/Attendees/AttendeeSelectiPad1.png)
3. Select **View Details** to view more details about an attendee before adding it to the event.

   ![](../../../Resources/Images/Events/Attendees/AttendeeDetailsiPad.png)

   If [Selecting Attendees in Hierarchies](Hierarchies.htm) is enabled, organizers can drill down into a business account to view related accounts in the hierarchy.

#### Filtering by My Attendees

End users can filter the list of event attendees to quickly view attendees they are responsible for based on record ownership or territory alignment, improving efficiency when sending invitations or updating attendee statuses. This is useful when looking for attendees in large events, often in collaboration with other team members.

End users can toggle this filter to isolate the attendees they own or those aligned to their territory within the Attendee related list.

To filter the Attendee related list:

1. Select the **Filter** button.

   ![](../../../Resources/Images/Events/Attendees/FilterMyAttendee-iPad.png)
2. Select the **Only Show My Attendees** toggle.

Only attendee records within the user’s territory or who are owned by the user display in the filtered list.

#### Managing Attendees Using the Manage Sheet

Event organizers can further search, filter, or modify attendees for their event by selecting Manage from the Attendees related list. Select the All Actions menu next to the appropriate attendee to display the following additional actions:

* Edit – Displays based on user permissions and layout configuration
* Delete – Displays based on user permissions and layout configuration
* Sign – Displays the attendee signature modal when signature\_datetime\_\_v is configured as a related list column
* Reconcile – Displays the Attendee Reconciliation modal for the attendee. This action is only available for unreconciled walk-in attendees. See [Reconciling Walk-in Attendees](Walk_inAttendees.htm#Reconcil) for more information.

### Related Topics

[Selecting Attendees in Hierarchies](Hierarchies.htm)

[Searching for Attendees Outside of the User's Territory](OoTSearch.htm)

[Reconciling Walk-in Attendees to Existing Accounts](Walk_inAttendees.htm)