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How to record event attendance on a booking if attendees details unknown

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Posted on by 181

Hi  community,

Is it possible for a placeholder to record event registrants on a booking even though we do not have attendees details but we know the main guest is then I am able to add the information of the additional guest as a guest of the main guest (ie plus 1)?  Other scenario is: when an individual has booked a table on behalf of a business and the guest details are unknown then the individual is able to register the number of attendees? NB: some eventbrite integration allows guest registration.

Any ideas/guide on how to configure this is appreciated. Thanks in advance

  • Verified answer
    RE: How to record event attendance on a booking if attendees details unknown

    Hi Sol007,

    Yes it will, because we were using Advanced Find to build the Flow's dataverse list rows, we used a contains "First Name", contains "Last Name" and Contains "Email Address" with an or between all three, allowing us to check on one or all fields at the same time. You can use conditional controls within the flow to determine if the data returned contains a first name as an example, then use the values that were not blank to build the same list rows using FetchXML.

  • Sol007 Profile Picture
    Sol007 181 on at
    RE: How to record event attendance on a booking if attendees details unknown

    Hi Barry,

    Thanks for providing further insight/guide on this, much appreciated. In terms of creating the new field (First, last name) - will the same logic work if the first name contains no data but the last name contained data?

  • Verified answer
    RE: How to record event attendance on a booking if attendees details unknown

    Hi,

    I've had this request before from one of my clients. The reason for the question is because the contact lookup is a required field, which is a problem in this sense as you do not have their details, nor do you have a contact you can relate them too just yet.

    What we did to resolve this was to make the contact lookup not required, then create a new "First Name", "Last Name" and "Email Address" for when you do know their details. What those new fields did, was when they were entered, a Power Automate flow would search all contacts with the same first name and/or last name and/or email address and update the contact lookup field.

    This also assisted us in identifying which registrations were primarily placeholders first and populated at a later stage. (Because the first name/last name/email address field contained data, whereas if they were not placeholders, these fields wouldn't contain data)

  • Sol007 Profile Picture
    Sol007 181 on at
    RE: How to record event attendance on a booking if attendees details unknown

    Hi,

    Ok, is it possible to show any steps/logic on how to configure this? Can I link another contact record this new field on the event reg form too? Thanks

  • Diana Roy Profile Picture
    Diana Roy on at
    RE: How to record event attendance on a booking if attendees details unknown

    HI, it will not hold the email address, but it will take the address of who is registering, so if i will register myself + 3 colleagues, it will create 4 registrations, all of them with my email address...

  • Sol007 Profile Picture
    Sol007 181 on at
    RE: How to record event attendance on a booking if attendees details unknown

    Hi Diana

    Thanks for the insight. With creating this new field on the event reg form; wondering if it is possible to also add a logic to this field so that a record is created as a result of this field and also hold an email address? Any further ideas is helpful.

  • Suggested answer
    Diana Roy Profile Picture
    Diana Roy on at
    RE: How to record event attendance on a booking if attendees details unknown

    out of the box on the event portal this is not possible; but this scenario is achievable through simple customizations, where the website will be adjusted - new field will be created where registrant can enter number of attendees.

  • Sol007 Profile Picture
    Sol007 181 on at
    RE: How to record event attendance on a booking if attendees details unknown

    Hi,

    Could a contact be used with default name: Unknown and then a new field guest to link to the contact record?

  • Sol007 Profile Picture
    Sol007 181 on at
    RE: How to record event attendance on a booking if attendees details unknown

    would anyone point me if this is possible to achieve?

  • Sol007 Profile Picture
    Sol007 181 on at
    RE: How to record event attendance on a booking if attendees details unknown

    Hi Nya, 

    The user has marketing form for registration enabled for the event form- see screenshot below. There's also some guest registrations info that comes through from eventbrite.

    IMG_5F00_1462.jpg

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