Exchange participants in a booking

Scenario 1: Billing address and booking content remain the same

In this case, it is sufficient to replace the person in the booking. There is no need to cancel the booking.

• Open the booking

• Use the person icon (Fig. 1) to select a new data record from the person database (return to the list or use the search mask)

• If the person does not exist, a new person data record must be created and transferred to a booking

Fig. 1: Exchange participant

Do not overwrite the existing data record with the data of the new person. The person may not be attending the conference, but may be the author of a paper: If you were to simply overwrite the personal data, an incorrect person would end up being listed as the author in the abstract volume.

• Finally, the invoice must be updated, only then is the processing procedure completed and a new invoice document created.

• The comment function can be used to document changes or deviations for other editors in the backend.

• No automatic emails are triggered when edits are made in the backend. If necessary, the participants can be informed via booking info mail (sent to the person who booked in, tab in the booking details) or invoice info mail (sent to the invoice recipient, tab in the invoice details).

Scenario 2: Billing address and/or booking contents change

ticketing customers: In the event of a refund, the process must be submitted to the Converia Ticketing Service next.

• If only the billing address changes in addition to the participating person, the personal data record used in scenario 1 can also be replaced in the invoice. The invoice only needs to be updated once after the booking and invoice have been updated.

If the booking content changes in addition to the participant and billing address, we recommend asking the new person to make an independent booking in the frontend. In this case, the original invoice should be completely canceled.

The booking content can be customized as follows:

• Call up the booking details

• Either add additional booking options (Fig. 1: point 1) or edit existing booking options (Fig. 1: point 2)

Fig. 2: Edit booking options

• Edit entry: Price, price group or tax rate can be changed. Either with individual input or according to the configuration of the registration.

• Cancel: Option of choice if individual contents of the booking are to be canceled.

• Delete: Rarely used. This option is only recommended if, for example, an offer that has just been added is to be removed again during processing before the invoice is updated at the end.

• When editing/canceling booking options, no cancellation or processing fee is added to the invoice. Add a fee.
• Finally, the invoice must be updated before the editing process is completed and a new invoice document is created.

• The comment function can be used to document changes or deviations for other editors in the backend.

• No automatic emails are triggered when edits are made in the backend. If required, the participants can be informed via booking info mail (sent to the person who booked in, tab in the booking details) or invoice info mail (sent to the invoice recipient, tab in the invoice details).

Additional payment necessary?

Inform person about back payment from the system - further information.