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

## Using Attendee Self-Registration with Events

Event organizers can send potential attendees a unique registration link to help them better prepare for an event and indicate their interest. Attendees can select this link to view important event details and self-register by filling out the required information.

Each event is automatically assigned a unique registration link that can be distributed through any invitation channel, for example, [Approved Email](../AE/ApprovedEmailforEM.htm) and [Print Invitation](../Materials/EventMaterial.htm) materials.

Business admin users can create registration form templates corresponding to their organization's products, event formats, location types, and event types. These templates can be manually assigned to an event or automatically assigned based on event attributes and Event Rules.

Two types of registration forms are available:

* Open registration – Anyone can access the event registration link and register. This is useful when sending the link to offices and hospitals, where link recipients can register and forward the link to other potential attendees. Open registrants need to be reconciled before the event. They can also go through a review/approval process (if configured).
* Closed registration – Only targeted recipients who receive the link through Approved Email can register

**Who can use this feature?**

* Business Admin Users - Browser
* [Creating Registration Forms](#Creating)
* [Creating Registration Form Assignment Rules](#Assign)
* Content Creators - Browser
* [Adding Targeted Registration Links to Approved Emails](#Sending)
* [Adding a Registration QR Code® to Print Templates](#Adding)
* Integration Users - Browser
* [Syncing Registrants with Vault CRM](#Syncing)
* End Users - Browser, iPad
* [Generating an Event Registration Link](#Generati)
* [Reviewing Registrants](#Reviewin)
* Event Attendees - Browser, iPad
* [Registering for an Event](#Register)
* Users require Approved Email and Events Management Licenses

### Configuring the Event Registration Form for

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

To configure this feature:

1. Ensure [Configuring Events Management](../Configuration/Config.htm) is complete.
2. Ensure the appropriate optional features are configured, based on business needs:

   * [Using Approved Email for Events Management](../AE/ApprovedEmailforEM.htm) – Enables syncing Confirmation and Rejection email templates from Vault
   * [Creating Event Attendance Rules](../EventBusinessRules/AttdRules.htm) – Enables running business rules when reconciling registrants, ensuring greater compliance
   * [Managing Event Materials](../Materials/EventMaterial.htm) – Enables adding a QR Code® to the registration form to Print Templates
3. Navigate to **Admin > Users & Groups > Permission Sets**.
4. Select the appropriate permission set.
5. Select the **Objects** tab.
6. Grant the following permissions:

   | Object | Object Permission | Object Types | Fields | Field Permission |
   | --- | --- | --- | --- | --- |
   | address\_\_v | R | All applicable object types | * account\_\_v * city\_cda\_\_v * license\_\_v * postal\_code\_cda\_\_v * primary\_cda\_\_v * state\_province\_\_v | Read |
   | em\_catalog\_\_v | CRED | registration\_form\_\_v | * name\_\_v * event\_fields\_\_v * registration\_fields\_\_v * disclaimer\_text\_\_v * registration\_type\_\_v * approval\_required\_\_v * confirmation\_email\_template\_\_v * rejection\_email\_template\_\_v * event\_registration\_banner\_\_v * event\_registration\_agreement\_policy\_\_v * product\_\_v\* * location\_type\_\_v\* * event\_format\_\_v\* | Edit |
   | em\_event\_\_v | CRE | All applicable object types | * country\_\_v * em\_event\_status\_\_v * end\_time\_\_v * event\_configuration\_\_v * ownerid\_\_v * publish\_event\_\_v * registration\_form\_\_v * registration\_url\_\_v * registration\_url\_long\_\_v * start\_time\_\_v * Fields configured in event\_fields\_\_v on registration forms * product\_\_v\* * location\_type\_\_v\* * event\_format\_\_v\* | Edit |
   | em\_event\_rule\_\_v | CRED | registration\_\_v | * event\_configuration\_\_v * registration\_form\_\_v | Edit |
   | em\_attendee\_\_v | CRE | All applicable object types | * account\_\_v * attendee\_name\_\_v * email\_\_v * em\_attendee\_status\_\_v * event\_\_v * first\_name\_\_v * last\_name\_\_v * person\_\_v * registration\_status\_\_v * registration\_timestamp\_\_v * registration\_method\_\_v * user\_\_v * walk\_in\_status\_\_v * Fields configured in registration\_fields\_\_v on registration forms | Edit |
   | em\_event\_speaker\_\_v (optional)  Required when using the {{EventSpeaker}} token or capturing registration for speakers. | CRE | All applicable object types | * account\_\_v * em\_event\_speaker\_status\_\_v * email\_\_v * event\_\_v * first\_name\_\_v * last\_name\_\_v * registration\_timestamp\_\_v * speaker\_name\_\_v * speaker\_formatted\_name\_\_v * Fields configured in registration\_fields\_\_v on registration forms | Edit |

   \*These fields are optional and enable assigning forms based on event attributes.
7. Navigate to the **Application** tab of the permission set.
8. Select the following check boxes in the API section:

   * Access API
   * Metadata API
9. Add the following picklist values to the crm\_template\_subtype\_\_v field in the MedComms or PromoMats Vault integrated with Approved Email. This step is only required when using this feature with [Approved Email for Events Management](../AE/ApprovedEmailforEM.htm):

   * registration\_confirmation\_\_c
   * registration\_rejection\_\_c

#### Defining the Integration User

An integration user configured as a business admin user is required to schedule the sign-in process and generate the registration form used by attendees and speakers:

1. Navigate to the **Registration & Sign In Administration** tab.
2. Select **Edit** in the Vault CRM Connection Management section.
3. Enter the appropriate integration user credentials.
4. Select **Is This a Sandbox?** If the instance is a sandbox.
5. Select **Save**.

The same integration user credentials can be used if [Signing into an Event using a QR Code®](../Executing/QRSignIn.htm) is enabled.

#### Scheduling the Event Registration & Sign In Process

The Event Registration & Sign In Process generates a URL for distribution via the registration page and imports registrant information into the respective event in Vault CRM. To schedule the Event Registration & Sign In Process:

1. Navigate to the **Process Scheduler**.
2. Edit the **Event Registration & Sign In Process** job.
3. Schedule the process or run the process immediately by selecting Run. It is recommended to schedule the job to run daily.

#### Configuring Optional Disclaimers

By default, event registrants must acknowledge disclaimers before registering, which ensures they agree to certain terms and conditions. Business admin users can make disclaimers optional. This enables organizations to collect acknowledgments for external communication and reporting. For example, optional disclaimers may be used for consent, identification, and privacy policy acknowledgments collected during registration.

To configure optional disclaimers, grant the following additional permissions:

| Object | Object Permission | Object Types | Fields | Field Permission |
| --- | --- | --- | --- | --- |
| em\_catalog\_\_v | RE | registration\_form\_\_v | disclaimer\_optional\_\_v | Edit |
| em\_attendee\_\_v | RE | All applicable object types | registration\_disclaimer\_\_v | Edit |
| em\_event\_speaker\_\_v | RE | All applicable object types | registration\_disclaimer\_\_v | Edit |

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

To configure this feature:

1. Ensure the following features are configured:

   * [Configuring Events Management](../Configuration/Config.htm)
   * [Reconciling Walk-in Attendees to Existing Accounts](Walk_inAttendees.htm)
2. Grant the following permissions:

   | Object | Object Permission | Object Types | Fields | Field Permission |
   | --- | --- | --- | --- | --- |
   | em\_catalog\_\_v | R | registration\_form\_\_v | * event\_fields\_\_v * registration\_fields\_\_v * disclaimer\_text\_\_v * registration\_type\_\_v * approval\_required\_\_v * confirmation\_email\_template\_\_v * rejection\_email\_template\_\_v * event\_registration\_banner\_\_v * event\_registration\_agreement\_policy\_\_v * product\_\_v\* * location\_type\_\_v\* * event\_format\_\_v\* | Read |
   | em\_event\_\_v | CRE | n/a | * publish\_event\_\_v * Fields configured in event\_fields\_\_v on registration forms * product\_\_v\* * location\_type\_\_v\* * event\_format\_\_v\* | Read |
   | * registration\_form\_\_v * registration\_url\_\_v * registration\_url\_long\_\_v | Edit |
   | em\_event\_rule\_\_v | R | n/a | * registration\_form\_\_v * event\_configuration\_\_v | Read |
   | em\_attendee\_\_v | CRE | n/a | * first\_name\_\_v * last\_name\_\_v * email\_\_v * registration\_timestamp\_\_v * registration\_method\_\_v * Fields configured in registration\_fields\_\_v on registration forms | Read |
   | * em\_attendee\_status\_\_v * walk\_in\_status\_\_v | Edit |
   | em\_event\_speaker\_\_v (optional)  Required when using the {{EventSpeaker}} token or capturing registration for speakers. | CRE | n/a | * first\_name\_\_v * last\_name\_\_v * email\_\_v * registration\_timestamp\_\_v * speaker\_formatted\_name\_\_v * Fields configured in registration\_fields\_\_v on registration forms | Read |
   | em\_event\_speaker\_status\_\_v | Edit |

   \*These fields are optional and enable assigning forms based on event attributes.
3. Navigate to the **Application** tab of the permission set.
4. Select the **Access API** checkbox in the API section:

#### Configuring Criteria VQL Filters for Registration Forms

To help avoid incorrect record selection, admins can optionally configure a Criteria VQL filter for the registration\_form\_\_v field on the em\_event\_\_v object that restricts end users to only selecting em\_catalog\_\_v records with an object type of registration\_form\_\_v:

1. Navigate to **Admin > Configuration > Objects > em\_event\_\_v > Fields > registration\_form\_\_v** and select Edit.
2. Populate the **Criteria VQL** field in the Constrain Records in Referenced Object section with the following expression:

   object\_type\_\_vr.name\_\_v = ‘Registration\_Form’

   ![](../../../Resources/Images/Events/Planning/RegistrationForm9.png)
3. Select **Save**.

See [Using Criteria VQL to Filter Records](../../Getting_Started/SettingUp/CriteriaVQL.htm) for more information.

### Creating Registration Forms as

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

To create registration forms, business admin users create em\_catalog\_\_v records containing approval information and form details, for example, event fields.

![](../../../Resources/Images/Events/Planning/RegistrationForm.png)

The following sections describe the various types of em\_catalog\_\_v fields and sections defining the registration form’s details and fields, matching event attributes, banner images, and more:

* [Basic Fields](#Basic) – Fields required for any created registration form
* [The approval\_required\_\_v checkbox](#Enabling) – Defines if open registrants must be approved by the event organizer before being added to the event. This is only required for Open Registration.
* [Matching Event Attributes](#Matching) – Optional em\_catalog\_\_v fields to assign the appropriate registration form template when creating or updating an event
* [Confirmation and Rejection Email Templates](#Confirma) – Fields that can be populated to specify Approved Email templates automatically sent to registrants when approved or rejected from the event

#### Basic Fields

The following em\_catalog\_\_v fields are required for registration forms:

* object\_type\_\_v – registration\_form\_\_v
* name\_\_v – The form's name
* status\_\_v – Available values are:
* approved\_\_v – The em\_catalog\_\_v record is automatically assigned to events based on [Creating Registration Form Assignment Rules](#Assign)
* staged\_\_v – Does not assign the em\_catalog\_\_v record to events
* registration\_type\_\_v – Available values are:
* open\_\_v – Anyone with the registration link can register to the event
* closed\_\_v – Only targeted recipients who receive the link through an Approved Email can register. See [Sending Targeted Registration Links via Approved Email](#Sending) for more information.
* event\_fields\_\_v – A double semicolon-separated list of em\_event\_\_v fields to display on the registration form. The following field types are supported:

  + Date, Time, Date/Time
  + Object
  + Email
  + Phone
  + Text, LongText, RichText
  + Link
  + Boolean
  + Picklist
  + Number
  + Currency

  You can add each event speaker’s speaker\_formatted\_name\_\_v field to this list using the {{EventSpeaker}} token. The list of speakers can be further filtered based on their status\_\_v field using the [status=STATUS] parameter on the token. For example:

  topic\_\_v;;start\_time\_\_v;;{{EventSpeaker[status=approved\_\_v]}}

  The event’s name\_\_v or event\_display\_name\_\_v field automatically displays in each registration form and should not be added to the list of event fields. When the topic\_\_v or description\_\_v fields are added, the field displays as a single column on the registration form on larger devices.
* registration\_fields\_\_v – A double semicolon-separated list of em\_attendee\_\_v fields for recipients to complete on the registration form. The following types of fields are supported:

  + Text – Up to 255 characters are supported
  + Phone
  + Email
  + Picklist – Only single-select picklists are supported
  + checkbox – Displays to registrants as a picklist with values for Yes and No

  Add <R> to the end of a field name to mark the field as required. For example:

  city\_\_v\_\_c<R>;;state\_\_v\_\_c<R>

  first\_name\_\_v, last\_name\_\_v, and email\_\_v fields are always included and marked as required on registration forms, and should not be added to the list of registration fields. If registration should be enabled for event speakers, add the fields listed in the registration\_fields\_\_v field to the appropriate em\_event\_speaker\_\_v layouts. The fields are updated when an event speaker fills out the registration form.
* disclaimer\_text\_\_v – References a Veeva Message whose text displays as a disclaimer on the registration form. Attendees must agree to the disclaimer before submitting the form. Use the following format to reference the appropriate Veeva Message:

  MESSAGE\_NAME;;Category

  The category\_\_v of the Veeva Message must be EVENT\_MANAGEMENT, and the type\_\_v must be label\_\_v. To create a rich-text disclaimer, use the following HTML tags in the Veeva Message text:

  + <p> – the dir attribute can be set to rtl to ensure right-to-left languages display correctly
  + <br>
  + <b>
  + <i>
  + <u>
  + <ol> and <ul> – <li> tags within ordered and unordered lists are supported
  + <a> – Hyperlinks must have the attribute target=“\_blank”

  Only one Veeva Message is supported per registration form. The language\_\_v field must be populated with the desired translated language. If the language\_\_v field is blank, the translation defaults to English.

#### Enabling Requiring Registrant Approval

To require approval for open registrants, select the approval\_required\_\_v checkbox. When selected, registrants must be approved by the event organizer before they receive a confirmation email. See [Reviewing Registrants](#Reviewin) for more information.

This checkbox only applies to open registrants. Targeted recipients invited via Approved Email are automatically approved.

#### Matching Event Attributes

The following fields are optional, but can be configured to assign forms based on event attributes:

* product\_\_v – When populated, the matching product\_\_v on an event is used to determine the corresponding form to use
* location\_type\_\_v – When populated, the matching location\_type\_\_v on an event is used to determine the corresponding form to use
* event\_format\_\_v – When populated, the matching event\_format\_\_v on an event is used to determine the corresponding form to use

When multiple forms exist, an exact match on these parameters determines the appropriate form for an event.

#### Confirmation and Rejection Email Templates

The following fields on the em\_catalog\_\_v record can be populated to specify Approved Email templates automatically sent to registrants when they are approved or rejected from the event:

* confirmation\_email\_template\_\_v – Select the appropriate Approved Email template sent to registrants when approved
* rejection\_email\_template\_\_v – Select the appropriate Approved Email template sent to registrants when rejected

#### Uploading a Banner Image and Agreement Policy

To display a company logo and event agreement document on the registration form, upload the appropriate attachments to the following fields:

* event\_registration\_banner\_\_v – Upload the appropriate image to display in the top-left corner of the registration form. The banner image must have the following properties:
* Format – The following formats are supported:
* .PNG
* .JPG/.JPEG
* .GIF
* Aspect ratio – 2:1
* Image size – Must not exceed 10 MB
* event\_registration\_agreement\_policy\_\_v – Upload the appropriate Agreement Policy, which must be viewed by registrants in order to register. The file size must not exceed 10 MB.

### Creating Registration Form Assignment Rules as

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

Business admin users can create em\_event\_rule\_\_v records that automatically assign a registration form template to new and updated em\_event\_\_v records:

1. Navigate to the **Event Rules** related list of the appropriate em\_event\_configuration\_\_v record.
2. Select **New**.
3. Populate the following fields:

   * Object Type — registration\_\_v
   * country\_override\_\_v – Select the appropriate country that the assignment rule applies to, if applicable
   * registration\_form\_\_v – Select the appropriate registration\_\_v type em\_catalog\_\_v record

   ![](../../../Resources/Images/Events/Planning/RegistrationFormA.png)
4. Select **Save**.

Multiple em\_event\_rule\_\_v records can be created to assign multiple allowed registration forms for an event type.

### Generating an Event Registration Link as

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

When a registration-enabled event is created or updated, an em\_catalog\_\_v record is automatically referenced in the event’s registration\_form\_\_v field based on configured em\_event\_rule\_\_v records and matching form attributes to product\_\_v, location\_type\_\_v, and event\_format\_\_v.

If multiple matches are found, the first match is assigned to the event. If a match is not found, the registration\_form\_\_v field is not populated.

If the event’s product\_\_v, location\_type\_\_v, or event\_format\_\_v fields are updated, the registration\_form\_\_v field may also update if the field updates result in a different registration form matching the event.

To manually assign the event’s registration form, regardless of matching logic, populate the event’s registration\_form\_\_v field when creating the event.

Once a registration form is associated with the event, a unique registration link for the event is automatically generated and stored in the following fields:

* registration\_url\_long\_\_v – The full URL of the registration form
* registration\_url\_\_v – A shortened, user-friendly URL of the registration form

To activate the registration link, select the publish\_event\_\_v checkbox. The link then activates when the event is synced through the Registration & Sign In job and remains active until the event's end\_time\_\_v.

### Adding Targeted Registration Links to Approved Emails as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Content Creators](#)

Content creators can include event registration links in Approved Email templates using the following tokens:

* {{em\_event\_\_v.registration\_url\_long\_\_v}} – When sent, this token displays a targeted registration URL unique to each recipient. Targeted links are only supported for attendees and event speakers. All other recipient types will display the normal registration link.
* {{em\_event\_\_v.registration\_url\_\_v}} – Displays an open registration URL

It is recommended to use the {{em\_event\_\_v.registration\_url\_long\_\_v}} token, since targeted links automatically convert to open registration links if they are forwarded from the original recipient to other recipients.

### Adding a Registration QR Code® to Print Templates as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Content Creators](#)

To enable attendees to easily register for events via QR Code®, content creators can use the {{RegistrationQRCode}} token to display the registration link as a scannable QR Code® in Print Templates.

By default, the QR Code® generates a 200x200 pixel square image. Content creators can customize the size of the square image by adding the <Size=SIZE> parameter. For example, {{RegistrationQRCode<Size=1000>}} generates a 1000x1000 pixel image for the QR Code®.

Add the <O> parameter to mark the token as optional.

QR Codes® can only be used with Open Registration.

![](../../../Resources/Images/Events/Planning/RegistrationForm1.png)

### Registering for an Event as

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Event Attendees](#)

Recipients accessing the registration form’s URL can view event details and complete the form to register for the event.

![](../../../Resources/Images/Events/Planning/RegistrationForm2.png)

The landing page displayed to recipients to register depends on the registration form configuration and the link used.

#### Open Registration

Open registration is available when the registration\_type\_\_v field value is open\_\_v. Recipients can register by scanning the print QR Code® or by directly accessing the registration\_url\_\_v link and completing the form.

If recipients access the link when the registration\_type\_\_v field value is closed\_\_v, a message notifies the recipient that the event is invite only.

![](../../../Resources/Images/Events/Planning/RegistrationForm8.png)

#### Targeted Registration

Targeted links sent via Approved Email are unique to the recipient. When targeted recipients access the link, their first name, last name, and email address automatically populate on the form.

If the registration\_type\_\_v field value is open\_\_v, recipients of the targeted link can forward the form to other potential registrants. To ensure forwarded recipients do not register on behalf of the original recipient, a message displays to the forwarded recipient that enables them to register as themselves.

Forwarded recipients cannot access the targeted link if the form's registration\_type\_\_v is closed\_\_v.

#### Submitting Registration

After populating all of the appropriate fields, attendees can complete their registration by selecting Register.

If the registration form has a configured disclaimer or Agreement Policy document, attendees must agree to the disclaimer and view the Agreement Policy document before they can select Register.

![](../../../Resources/Images/Events/Planning/RegistrationForm3.png)

If the approval\_required\_\_v checkbox is selected on the registration form, an event organizer must approve registrants before they are confirmed for the event and receive a confirmation email. If approval\_required\_\_v is not selected or recipients register via targeted links, registrants do not need to be reviewed. They receive an automatic email confirmation upon registering.

When registrants agree to the disclaimer on a registration form and successfully register for an event, the registration\_disclaimer\_\_v field on the em\_attendee\_\_v or em\_event\_speaker\_\_v record is automatically populated with the disclaimer text from the registration form's disclaimer\_text\_\_v field. This enables business admins and other users reporting on event registration to view the text a speaker or attendee agreed to when registering.

#### Displaying Key Contact Information

To help registrants communicate with the event organizer, the key\_contact\_name\_\_v or key\_contact\_email\_\_v fields for the event display to the registrant upon completion of registration or registration errors. Administrators are responsible for defining the appropriate information in these key contact fields.

![](../../../Resources/Images/Events/Planning/RegistrationForm7.png)

### Syncing Registrants with Vault CRM as

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

Registrants are immediately synced to Vault CRM upon registering. If the attendee registered via a targeted link, the associated em\_attendee\_\_v or em\_event\_speaker\_\_v record is updated as part of the sync:

* status\_\_v – Updates to registered\_\_v
* registration\_timestamp\_\_v – Updates to the registration timestamp
* registration\_status\_\_v – Updates to registered\_\_v. Only applies to em\_attendee\_\_v records.
* registration\_method\_\_v – Updates to targeted\_\_v. Only applies to em\_attendee\_\_v records.
* All other fields defined on the registration form – If a field defined in the registration form’s [registration\_fields\_\_v](#Basic) field is populated by the registrant, the corresponding field in Vault CRM also updates

If the attendee registered via an open link, an em\_attendee\_\_v record is created as part of the sync with the following fields:

* first\_name\_\_v – Populates based on the value entered in the registration form
* last\_name\_\_v – Populates based on the value entered in the registration form
* email\_\_v – Populates based on the value entered in the registration form
* registration\_timestamp\_\_v – Updates to the registration timestamp
* walk\_in\_status\_\_v – Updates to needs\_reconciliation\_\_v
* registration\_method\_\_v – Populates with one of the following values:
* open\_\_v – The registrant used an open registration link to register
* forwarded\_\_v – The registrant used a targeted link forwarded from the original recipient to register
* All other fields defined on the registration form – If a field defined in the registration form’s [registration\_fields\_\_v](#Basic) field is populated by the registrant, the corresponding field in Vault CRM also updates
* The status\_\_v and registration\_status\_\_v fields populate depending on if the registrant must be approved by the event organizer:

  | Approval Required? | status\_\_v | registration\_status\_\_v |
  | --- | --- | --- |
  | Yes | registration\_pending\_\_v | pending\_approval\_\_v |
  | No | registered\_\_v | registered\_\_v |

If an error occurs when updating em\_attendee\_\_v or em\_event\_speaker\_\_v records as part of the Event Registration & Sign In process, the error is logged in the Sync Alert History section. Admins can review, address, and then retry any errors that occur.

#### Required Fields When Syncing

The following fields on the following objects must be populated for each record synced via the integration:

| Object | Required Fields |
| --- | --- |
| em\_event\_\_v | * id * name\_\_v * object\_type\_\_v * end\_time\_\_v * start\_time\_\_v * event\_configuration\_\_v * country\_\_v * em\_event\_status\_\_v * ownerid\_\_v |
| em\_event\_speaker\_\_v | * id * em\_event\_speaker\_status\_\_v * event\_\_v |
| em\_attendee\_\_v | * id * attendee\_name\_\_v * em\_attendee\_status\_\_v * event\_\_v |
| em\_event\_team\_member\_\_v | * id * em\_event\_team\_member\_status\_\_v * event\_\_v * name\_\_v |
| address\_\_v | * id * name\_\_v |
| account\_\_v | * id * name\_\_v |
| tsf\_\_v | * id * name\_\_v |

### Reviewing Registrants as

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

When completing the registration form, registered attendees are updated in the event and can be viewed by event organizers.

* Targeted Registrants – Recipients who registered through links sent via Approved Email are automatically approved. Confirmation emails are sent when syncing registrant information to Vault CRM.
* Open Registrants – If an event’s registration form has a selected approval\_required\_\_v checkbox, open registrants are treated as walk-in attendees to the event that end users must review, reconcile, and approve or reject. When approval is not required, open registrants automatically receive confirmation emails when syncing registrant information to CRM.

#### Reconciling Open Registrants

When approval is required, open registrants must be reconciled to existing accounts in Vault CRM before they can be [approved](#Approvin) to add to the event:

1. Navigate to the **Attendee Reconciliation** page in the event.

   ![](../../../Resources/Images/Events/Planning/RegistrationForm4.png)
2. Select the open registrant.
3. Search for the appropriate match.
4. Select **Confirm Match** to reconcile the registrant to the appropriate account.

#### Event Attendance Rules with Reconciled Registrants

When matching a registrant with an account, any configured [Event Attendance Rules](../EventBusinessRules/AttdRules.htm) are checked before the match is confirmed. If a rule is violated, the appropriate rule warning displays and event organizers can take one of the following actions:

* If the rule is a Hard Warning-type rule, event organizers can select Reject Registrant to immediately reject the registrant and send them a [rejection email via Approved Email](#Confirma)
* If the rule is a Soft Warning-type rule, event organizers can submit comments if they are available or required, then can select Confirm Match to proceed with matching the registrant

[Event Attendance Business Rules](../EventBusinessRules/AttdRules.htm) are checked when reconciling open registrants, but not when reconciling walk-in attendees captured from the traditional sign-in method.

#### Approving or Rejecting Open Registrants

To approve or reject open registrants:

1. Navigate to the **Attendee** section in the event.
2. Select the appropriate registrant.
3. Select **Edit**.
4. Update the **em\_attendee\_status\_\_v** field to the appropriate value:

   * registration\_approved\_\_v – Approves the registrant. Only open registrants that are reconciled to an account can be approved.
   * registration\_rejected\_\_v – Rejects the registrant
5. Select **Save**.

After saving, the appropriate [confirmation or rejection Approved Email](#Confirma) is sent to the registrant, using the email\_\_v value entered from registration.

### Related Topics

[Using Approved Email for Events Management](../AE/ApprovedEmailforEM.htm)

[Signing into an Event using a QR Code®](../Executing/QRSignIn.htm)

[Creating Event Attendance Rules](../EventBusinessRules/AttdRules.htm)

[Using Criteria VQL to Filter Records](../../Getting_Started/SettingUp/CriteriaVQL.htm)