Converia Manual
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  • 🚧Under Construction
  • Converia at a glance
  • Glossary
  • General
    • A new event in Converia
      • Create a new conference
      • Central settings and individualization
        • Conference name, location and date
        • Header, logo and visibility
        • Contact information
          • General contact
          • Registration contact
          • Contact person for submission and review of papers
        • Central form settings for entering personal data
        • Mandatory information (General terms and conditions, Imprint, Privacy policy)
          • Add and link terms and conditions (GTC)
          • Add and link a privacy policy
          • Add and link imprint
    • Your own Converia website
      • Article
        • Add and edit article categories
        • Add and edit articles
          • Types of articles
            • Create articles with Rich Text Editor (RTE)
          • Article languages
      • Page structure
        • Create and edit folders
        • Create and edit pages
          • Page templates
          • Action names
          • Page content and modules
            • Restrict the visibility of page content
          • Page link
      • Structured data
      • Media
      • Link the organizer's external website
    • Email communication from Converia
      • Create and send emails
        • Send vouchers by email
        • Send link for password reset
        • Send link to participation confirmation
        • Send account information for (imported) persons
      • Send emails from the booking list
    • Archiving conference data after an event
  • Attendees
    • Setting up the registration
      • Checklist: Have you considered everything before starting the registration?
      • Activation of the registration
      • Inquiry of interest before the start of registration: Pre-registration
      • Basic setup of the registration
        • Request of attendee-data in the registration process
          • Standard form fields
          • Custom fields for all persons
          • Custom fields for certain groups of persons
        • C3 - The login area for attendees
        • Methods of payment
          • Simple customization of existing payment methods
          • Creating new payment methods
          • Special case: Free participation as a payment method
          • Enable and restrict payment methods for persons and countries
          • QR-Invoice
        • Free events without invoices
        • Providing the booking confirmation before or after receipt of payment
          • Providing the booking confirmation: Only for paid invoices
          • Providing the booking confirmation: Never
          • Providing the booking confirmation: Upon confirmation
        • Individual information texts and additional information in the registration process
          • Customized content on the final page
      • Create the offer overview
        • Tips for working in the offer wizard
        • Create offers and their structure in the offer wizard
          • Extended configuration options for categories
          • Extended configuration options for offers
            • Additional mail attachments and mail texts for certain offers
          • Define dependencies between offers
        • Price groups (types of participation)
        • Extended configuration of price groups
          • Mail attachments for certain price groups
        • Define registration periods
        • Questions and answers
          • Overview of answer links
          • Hide/deactivate offers automatically
          • Additional queries within offers
          • Editing questions, answers and links
          • Clean up answers
        • Setting quotas
          • Set quotas for offers
          • Set quotas for booking options (answers) within offers
          • Display utilization of contingent offers in the frontend
          • Deposit total quotas across all offers
          • Deposit contingent for early bird discounts
          • Set up waiting list for fully booked offers
        • Restrict the visibility of offers
        • Map offers for accompanying persons
        • Hotel bookings for attendees
        • Mapping tax rates
          • Create new tax rates
          • Mapping different tax rates within one offer
        • Reverse charge in the booking process
          • Reverse charge setup
          • Reverse charge procedure in the front end
          • Reverse charge procedure in the backend
      • Create templates for invoice, booking, participation and payment confirmation
        • Set up invoice document
        • Set up booking confirmation
        • Set up confirmation of participation
        • Update attendance confirmation
        • Set up payment confirmation
      • Cancellation terms
      • Vouchers
        • Configure types of vouchers
        • Create and manage vouchers
      • Lists of participants for organization and information
      • Create surveys for participants
    • Manage people and participants
      • Language of a person
      • Find and synchronize duplicate personal entries (duplicate synchronization)
      • Persons in papers – author addresses vs. main address
      • Import people into Converia
        • Reviewer Import
        • Members
          • Configure matching criteria for member lists
      • Optimal overview of the registration status: customize the dashboard display
      • Managing bookings and invoices
        • Create new bookings
        • Create new invoice
        • Update invoices
        • Cancellation at a glance
          • Cancel an invoice
          • Cancel a booking
          • Editing or canceling booking options
            • Edit an offer
            • Charge a handling fee and show it on the invoice
        • Change invoice recipient or billing address
        • Insert additional information on individual invoices
        • Complete incomplete booking in the backend
        • Add to or edit booked offers
          • Adjust price group retroactively
          • Adjust payment method retroactively
          • Add a voucher retroactively
        • Exchange participants in a booking
        • Export invoices
        • Extended statistics
      • Managing payments in Converia
        • Send payment reminders (dunning letters)
        • Change payment method of participants
        • Make backdated payments
        • Make a credit card payment in the backend
        • Enter payment or credit memo for an invoice
        • Payment exports
        • Accounting interface
      • Import bookings into Converia
        • Create predefined shopping cart
        • The booking assistant
    • 👨‍💻Speaker Mangement
    • 👨‍💻Check-In on site
      • Payments on site for ticketing customers
      • Set up self-service
      • Configuring the scanner for on-site use
  • Papers
    • Configuration of paper submission
      • Configuration of abstract submission
      • Custom frontend submission text
      • Paper topics
      • Forms of presentation
    • Configuration of reviewing process
      • Activation, phases and deadlines
      • Define review criteria
      • Revision of the paper by the submitter
      • Test of the review in the frontend
      • Create reviewers and assign topics
      • Assign papers to reviewers for review
  • Tips for reviewers: How to review many papers faster
  • Ticketing-Processing with Converia
    • General information
      • Distribution of attendees' funds
      • Who is responsible for cancelations or rebookings?
      • Cancellation or rebooking costs
      • Test bookings
      • Send payment information for (subsequent) payment
      • Contact details
  • ADMINISTRATION
    • Rights management for Backendusers
    • Data cleansing in Converia
    • Create subsequent subportal (language)
    • Adding Custom Fields
    • Adding new Payment processors
    • Converia APIs
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On this page
  • 1. Create booking
  • 2. Add booking options
  • 3. Finalize processing and informing attendees
  • Creating a group booking
  • Create a new group booking
  • Turn an individual booking into a group booking

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  1. Attendees
  2. Manage people and participants
  3. Managing bookings and invoices

Create new bookings

Management -> Attendee Registration -> Bookings

PreviousManaging bookings and invoicesNextCreate new invoice

Last updated 1 month ago

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Bookings can not only be made in the front end, but can also be created manually in the back end.

1. Create booking

Is the person you are looking for not displayed, but you are sure that they already exist in the system? Please check the search settings. A filter may still be active, which you can reset with Reset search.

Is there already an invoice on which the booking is to be added? Then the new booking can be assigned to this invoice using the Select invoice button.

If no existing invoice is selected, a new invoice is automatically created for this booking.

The Separate invoice address checkbox can be used to enter an invoice address that differs from the previously defined personal data. The desired payment influences the text on the invoice and is also a filter criterion.

Voucher codes can be used, but their effect is not taken into account in the next step; they are only linked to the booking and therefore invalidated. Voucher codes can also be subsequently assigned to existing bookings in voucher management and thus invalidated.

Click Save to create the new booking. The corresponding invoice (new or already existing) is now in processing status.

2. Add booking options

Booking options can be added to the booking by selecting the corresponding offer packages, the price group, the registration period, the quantity etc. If contingents have been defined, these are displayed (number and color coding).

As soon as a booking option has been added, it can be adjusted via the drop-down menu using “Edit entry”, e.g. to change the price or the tax rate.

Corrections can also be made via the drop-down menu:

  • Delete = the booking option is deleted and not displayed as canceled on the documents

  • Cancel = the booking option is canceled and displayed as a canceled item on the invoice depending on the setting

3. Finalize processing and informing attendees

The invoice preview can be used to check the details on the invoice document before the invoice is finally updated:

  • Is the payment method correct?

  • Are the booking options, prices, price group & tax details correct?

  • Are the personal details and billing address correct?

  • You can edit the payment method and billing address in the invoice.

  • If everything is correct, then update the invoice document (Fig. 5).

Attendees are not automatically informed by email when new bookings and invoices are created or changed in the backend.

In the Booking info mail tab, you can trigger a booking info mail (contains a link to the booking confirmation) for the participants or an invoice info mail (contains links to the invoice document and the booking confirmation) for the invoice recipients in the invoice details. The persons receiving the invoice info mail and booking info mail do not have to be identical!

Creating a group booking

A group booking basically follows the same processes as an individual booking.

Create a new group booking

A (new) group booking follows the process described above. Before completing the booking and updating the invoice (step 3), the process is started again with additional participants.

In step 1, however, this time the new (not yet updated) invoice that has just been created is selected. The desired booking options are then added. This is repeated until all participants have been added. Finally, the invoice is updated.

Turn an individual booking into a group booking

This version also follows the process described above, but in step 1 the invoice to be made into a group booking is selected. The relevant invoice should only be updated after all participants (bookings) have been added.

Additional information

This article explains how invoice recipients can make payments independently in the frontend: .

Payment in the frontend
Change & edit invoice
Organizing payments
Canceling booking/ invoice
Fig. 1: Creating a new booking
Fig. 2: Newly created booking without booking options
Fig. 3: Adding contingent booking options
Fig. 4: Subsequent editing of added booking options
Fig. 5: Updating the invoice
Fig. 6: Select an existing invoice for the new booking
Fig. 1: Creating a new booking
Fig. 2: Newly created booking without booking options
Fig. 3: Adding contingent booking options
Fig. 4: Subsequent editing of added booking options
Fig. 5: Updating the invoice
Fig. 6: Select an existing invoice for the new booking