Inquiry of interest before the start of registration: Pre-registration

Configuration -> Attendee Registration -> Pre-registration

Pre-registration can be used if expressions of interest are to be collected before the start of the official attendee-registration in order to inform about the start of the registration (or similar) later with a mailing.

Pre-registration is not a proper registration for attendees, but serves as a registration for a newsletter.

Fig. 1: The configuration-screen of the pre-registration

Setting up pre-registration

Pre-registration must be activated by selecting active or inactive and by selecting the registration start and end dates. Pre-registration only works if both conditions are met.

If the pre-registration is not displayed in the frontend despite activation in the basic settings, the Converia Support can help. It may be necessary to activate it at another level.

Mail dispatch & double opt-in

Here you can specify, whether the confirmation-email should be active or inactive after successful pre-registration.

The prerequisite for the double opt-in procedure is an activated e-mail dispatch!

Double opt-in means that the person who has registered must confirm this registration again by clicking on a link contained in the confirmation email. This procedure is mandatory for a GDPR-compliant newsletter registration.

The complete personal data can only be viewed and worked with in the backend, if the confirmation link has been called up. If the link has not been activated on the receiving page, no further data can be viewed apart from the time of registration (Fig. 2).

The email address in the email contact serves as the sender address. When creating the contact data record, the same instructions apply as for other contacts.

Fig. 2: On this entry, the double-opt-in confirmation-link hasn't been called up yet

Email templates

The following Email-templates including substitutes can be used for the confirmation email. Other substitutes from the system may not work and should be tested before enabling the pre-registration.

Subject

#:ConferenceName:# - Pre-Registration

Mail

Dear #:Addresses:# #:Title:# #:FirstName:# #:LastName:# #:Suffix:#,

You have pre-registered for #:ConferenceName:#. As part of our security policy we ask you to activate your registration by clicking on the link below:
#:SubscribeLink:#
We have received the following information from you:
#:PreRegistrationInput:#
If you want to unsubscribe, please follow the link below:
#:UnsubscribeLink:#

Thank you for your pre-registration.

The Organising Committee of #:ConferenceName:#

Include additional fields in the pre-registration

Additional fields for queries in the frontend can be configured in the Options tab (Fig. 3 & 4).

Fig. 3: Setting up the additional fields in the “Options” tab

1. Change the order of the fields.

2. The key is the short name for the fields. This is not displayed in the frontend, but in the confirmation email, which lists all the details that the person has entered.

3. The name of the fields for the active languages is entered here.

4. Select the desired field type:

   • Text (single-spaced) - Singleline-text input field

   • Text (multi-line) - Multiline-text input field

   • Check box - Simple box to check

   • Topic - The selection options stored here are based on the subject areas of the paper-submission

   • Captcha/Anti spam – Special input field to check whether the form has actually been filled in by a human

Fig. 4: View of the added custom fields in the frontend

Restrictions in the configuration

Pre-registration is currently only configurable to a certain extent. For example, additional fields can be:

• Not defined as mandatory fields.

• There is no field type for a free selection (drop-down list).

• Additional fields can only be displayed under the existing standard fields.

• There is no option to divide the form visually using headings.

If one of these restrictions hinders the implementation of the planned pre-registration, it is possible to include further queries via additional fields later in the official attendee-registration or paper-submission.

If the pre-registration is not displayed in the frontend despite activation in the basic settings, please contact the Converia Support. It may still need to be activated at a higher level.