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

## Reconciling Walk-in Attendees to Existing Accounts

This feature provides the means to capture details, including signatures, of uninvited attendees of an event. Every attendee, including walk-in attendees, at an event must be recorded to ensure accurate reporting of event details and costs. Event coordinators can then reconcile the attendee list against the corresponding account and user records in Vault CRM to satisfy compliant reporting requirements.

**Who can use this feature?**

* Business Admin Users - Browser
* [Defining Walk-in Attendee Fields](#Defining)
* End Users - Browser, iPad
* [Manually Adding Walk-in Attendees](#Manually)
* [Reconciling Walk-in Attendees](#Reconcil2)
* Event Attendees - iPad
* [Signing Into an Event](#Signing)
* Users require an Events Management License

### Configuring Walk-in Attendees for

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

To configure this feature:

1. Ensure [Configuring Events Management](../Configuration/Config.htm) is complete.
2. Navigate to **Admin > Configuration > Objects > em\_event\_\_v > Object Types > Actions**.
3. Ensure the appropriate em\_event\_\_v object types have access to the **Attendee Reconciliation** action.
4. Ensure the **attendee\_reconciliation\_\_v** button is listed in the visible\_buttons\_\_v field on the appropriate em\_event\_layout\_\_v record.

### Defining Walk-in Attendee Fields as

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

Admins can configure different event types to have different fields that walk-in attendees can populate for reconciliation purposes after an event. These fields are defined via Event Rules on Event Configuration records:

1. Navigate to the **Event Rules** related list of the appropriate em\_event\_configuration\_\_v record.
2. Select **Create**.
3. Select **Sign In Rules** for the object type.
4. Select **Continue**.
5. Populate the **walk\_in\_fields\_\_v** field with the list of fields that should display on the event registration form for walk-in attendees. Use the following syntax:

   ;FieldName1;FieldName2;

   Ensure end users have Edit permission to all entered fields and that all entered fields are also on the appropriate em\_attendee\_\_v page layouts.

   The following types of fields are supported, including custom fields:

   When adding custom fields, use the API name of the custom field.

   * Text (up to 255 characters)
   * Email
   * Phone
   * Picklist
   * Yes/No
6. Add **<R>** after a field to designate it as required. For example ;last\_name\_\_v<R>;first\_name\_\_v<R>;

   The last\_name\_\_v field must be included in the list of Walk-in Fields and must be marked as required.

When the walk\_in\_fields\_\_v Event Rule exists, and a user creates an event, the walk\_in\_fields\_\_v field value from the Event Rule stamps on the em\_event\_\_v record. Admins can create a one-off to the walk-in registration form for an event, by manually editing the walk\_in\_fields\_\_v field on the em\_event\_\_v record.

#### Defining Available Walk-in Attendee Statuses

Administrators can customize the values of the Status field on the walk-in attendee’s creation form, as well as set a default value for the Status field. This eliminates the need to individually select each attendee’s status when manually copying attendees into the system from a paper sign-in form.

To configure the default status:

1. Add the **walk\_in\_attendee\_statuses\_\_v** field to the layout assigned to the Sign-in Fields object type on the em\_event\_rules\_\_v object.
2. Edit the appropriate **Sign-In Rules** type em\_event\_rule\_\_v record.
3. Populate the **walk\_in\_attendee\_statuses\_\_v** field with a semicolon separated list of em\_attendee\_\_v statuses to make available for selection when manually entering walk-ins to events matching the event rule. Use the following format:

   ;status1\_\_v;status2\_\_v;

If only one value is entered into this field, it is the default status on the New Walk-In form and is read-only.

#### Enabling Auto-Match

To enable auto-match:

1. Navigate to **Business Admin > Veeva Settings > events\_management\_settings\_\_v**.
2. Select **Edit**.
3. Enter a 1 in the **Attendee\_Automatch\_Mode\_vod** field. Auto-match is disabled when the setting is 0.
4. Select **Save**.

### Signing Into an Event as

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

If an attendee was not invited to the event, they must sign into the event as a walk-in attendee by selecting the **Register** button at the bottom of the list of search results on the [digital sign-in sheet](../Executing/DigitalSignInSheet.htm).

The attendee is prompted to enter the required information as defined by the walk\_in\_fields\_\_v field on the em\_event\_rule\_\_v record associated with the event’s configuration before completing the same Meal and Signature process as an invited attendee.

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

### Manually Adding Walk-in Attendees as

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

If end users created a [printed sign-in sheet](../Materials/EventMaterial.htm) for their event, any walk-in attendees must be entered into the event manually before they can be reconciled:

1. Navigate to the **Attendee Reconciliation** modal.
2. Select the **New Walk-In** button.
3. Enter the appropriate information, including any required fields.
4. Select **Save**.

### Using Auto-Match as

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

When a walk-in attendee is created — whether manually, through a sign-in sheet, or via data loading — Vault CRM attempts to automatically reconcile the walk-in to an existing account or user record. If a match is found, the walk-in is reconciled to that account or user without requiring manual review by the end user.

A walk-in attendee is automatically matched to an existing account\_\_v or user record when either of the following conditions is met:

* The walk-in's email address matches an email address on an existing account\_\_v or user record
* The walk-in's first name and last name exactly match those on an existing account\_\_v or user record, and no other records in CRM share that combination of first name and last name

If neither condition is met, the walk-in remains in Needs Reconciliation status and must be reconciled manually.

When [Custom Scoring and Matching](CustomScoringWalkIn.htm#Reconciling_Attendees_with_Custom_Scoring_and_Auto-Matching_as) is configured for events management, this match logic runs in parallel with the custom matching logic.

### Reconciling Walk-in Attendees as

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

Browser
iPad

Before an event can be closed, any walk-in attendees of the event must be reconciled to accounts in Vault CRM. To reconcile walk-in attendees:

1. Select the **Attendee Reconciliation** button from the event. The Attendee Reconciliation page displays a table containing all of the event’s walk-in attendees. This table includes the following columns:

   * attendee\_name\_\_v
   * walk\_in\_status\_\_v
   * walk\_in\_type\_\_v – Only displays if [Displaying Walk-in Fields by Attendee Type](DisplayingFieldsAttendeeType.htm) is enabled
   * Any [additional fields configured for the walk-in type](DisplayingFieldsAttendeeType.htm)
2. Search and filter across the list of walk-ins to locate the appropriate attendee. End users can filter attendees by walk-in status or walk-in type.
3. Select the walk-in attendee to reconcile. To reconcile multiple walk-ins at once, select the appropriate check boxes, then select Search for Matches. Search results for potential matches automatically display. Within the search results, configured walk-in fields display as columns if the fields match against an account\_\_v or address\_\_v field.

   The Search function uses a weighted search of the following fields, in descending order of weight:

   * Email
   * Phone
   * Last Name
   * Zip
   * Territory – indicates if the result is in the user's territory
   * City
   * First Name
4. Select the appropriate account to reconcile the walk-in attendee to, or select Dismiss if the walk-in attendee is not associated with an account in Vault CRM.

   If [Creating New Accounts from Walk-in Attendees](NewAcctWalkIn.htm) is enabled, event organizers can also create a new account based on walk-in attendee information.
5. Select **Complete Reconciliation** once all walk-ins are reconciled. The attendee\_reconciliation\_complete\_\_v checkbox on the em\_event\_\_v record automatically selects, enabling managers and admins to see if reconciliation is complete before closing out an event.

   If end users select Complete Reconciliation before all walk-ins are reconciled, any unreconciled walk-ins are automatically dismissed.

Before an event can be closed, any walk-in attendees of the event must be reconciled to accounts in Vault CRM. To reconcile walk-in attendees:

1. Select the **Attendee Reconciliation** button from the event. The Attendee Reconciliation page displays a table containing all of the event’s walk-in attendees. This table includes the following columns:

   * attendee\_name\_\_v
   * walk\_in\_status\_\_v
   * walk\_in\_type\_\_v – Only displays if [Displaying Walk-in Fields by Attendee Type](DisplayingFieldsAttendeeType.htm) is enabled
   * Any [additional fields configured for the walk-in type](DisplayingFieldsAttendeeType.htm)

   ![](../../../Resources/Images/Events/Attendees/WalkIniPad.png)
2. Search and filter across the list of walk-ins to locate the appropriate attendee. End users can filter attendees by walk-in status or walk-in type.
3. Select the walk-in attendee to reconcile. Alternatively, select the Select button to reconcile multiple walk-ins at once, then select Search for Matches. Search results for potential matches automatically display. Within the search results, configured walk-in fields display as columns if the fields match against an account\_\_v or address\_\_v field.

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

   The Search function uses a weighted search of the following fields, in descending order of weight:

   * Email
   * Phone
   * Last Name
   * Zip
   * Territory – indicates if the result is in the user's territory
   * City
   * First Name
4. Select the appropriate account to reconcile the walk-in attendee to, or select Dismiss if the walk-in attendee is not associated with an account in Vault CRM.

   ![](../../../Resources/Images/Events/Attendees/WalkIniPad2.png)

   If [Creating New Accounts from Walk-in Attendees](NewAcctWalkIn.htm) is enabled, event organizers can also create a new account based on walk-in attendee information.
5. Select **Complete Reconciliation** once all walk-ins are reconciled. The attendee\_reconciliation\_complete\_\_v check box on the em\_event\_\_v record automatically selects, enabling managers and admins to see if reconciliation is complete before closing out an event.

   If end users select Complete Reconciliation before all walk-ins are reconciled, any unreconciled walk-ins are automatically dismissed.

### Related Topics

[Using the Digital Sign-in Sheet](../Executing/DigitalSignInSheet.htm)

[Managing Event Materials](../Materials/EventMaterial.htm)