Astra Schedule Help (7.5)

Attendee Management

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Attendee Management

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Attendee Management

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Attendee management features in Astra Schedule include the option to record attendee data for events, allow guest calendar visitors to sign up for events, and send email messages to attendees from within an event.

Record Attendee Information

Attendees can be recorded for either the event as a whole (attendees are assumed to be attending the entire event) or on a meeting-by-meeting basis (attendees are attending one or more specific meetings within an event).  Whether attendees are to be recorded at the event or event meeting level is determined by the event scheduler by editing an Attendee Option.


To set the level at which attendees should be recorded, edit or create an event and expand the "Attendee Options" section beneath the event information.  Use the drop-down menu to select either "Event" or "Event Meeting" as shown below.




An Attendees tab is provided for both the event and event meeting forms.  This selection determines which of these tabs is enabled for editing.

Add Attendees

The attendee list for an event or meeting consists of basic contact information along with any notes you wish to record per attendee.  This list is unique to each event or meeting.


To edit attendee information for an event or meeting, edit an event record, select the Attendees tab, then click Add Event (or Meeting) Attendee to insert a new attendee row in the list.




Click on the attendee fields to insert your cursor and enter information as desired.




Existing attendee records may be edited in the same way, by clicking directly in the row and editing the value.


Save your event when finished.

Attendee Sign-Up

You may optionally allow guests or other users with calendar access to voluntarily sign up for events or meetings.  Again, this option is controlled by the event scheduler through the Attendee Options within the event record.  Once enabled, the activity detail pop-up provided from the activity calendar when hovering on an activity will include an option to sign up for either the event or per meeting, depending on configuration.  Sign-up is limited by event estimated attendance or event meeting max attendance, as applicable, but may be manually overridden by an event scheduler within the event.


To enable attendee sign-up, create or edit an event, expand the Attendee Options section, and place a check in the box next to Allow Attendee Sign-Up, as shown below.




Now that sign-up is enabled, find the event on the activity calendar and hover on the info icon to display the detail pop-up.  If sign-up is enabled for the event, a link is provided near the top of the window.




If sign-up is enabled for the meetings, an icon is provided next to each meeting.




When a guest or other user clicks on one of these options, a small form is displayed for entering their contact information.  Upon clicking Sign-Up, their contact information is saved to the attendee list for the event or meeting in question.



Contacting Attendees

Once attendees are recorded for an event or meeting, you may wish to contact them to ask questions, provide instructions, or communicate changes to the activity.  Two options are provided to help simplify the sending of email messages to attendees.  First, you may generate a blank email message to an attendee directly from within the attendee list.  This option is handy for asking general questions of attendees or providing information.  Second, you may include the list of attendees as recipients in the standard Event Summary email.  This is a convenient way to send information regarding dates, times, and locations to all attendees at once, if appropriate.


To generate an email to a specific attendee, open the attendee list, place a check in the box next to their name, and click Notify Event (or meeting) Attendees.




An email form is displayed with the attendee email address pre-populated.  You may edit the recipient list, subject, and body as desired, and click Send to send the message.




To include attendees as recipients for the standard Event Summary message, click Send Event Summary from within an event.  In the Recipients section of the event summary message form, click Include Attendees to add the attendee email addresses to the list of recipients.