After you add an event and an attendee group, you can add attendees. Only existing patrons in Odyssey can be added as attendees. Use the following procedure to add an attendee:
1. Select Events from the Conferences menu. The Events page is displayed. Click Select next to the event for which you want to add an attendee. The View Event page is displayed.
2. From the Attendee Groups grid, click Select next to the attendee group for which you want to add an attendee. The View Attendee Group page is displayed.
3. Click Add in the Attendees grid. The Add Attendee page is displayed.
4. Select the Existing Patron option to select an attendee from an existing patron. Specify whether to look for the patron by name, ID, or alternate ID and enter all or a portion of the name or ID in the field. Click Lookup to retrieve a patron already in the database. The fields are populated with the attendee's information.
Select the Add Patron option to add a new patron. Enter attendee information in the fields provided. The patron will also be added in Odyssey.
•*ID Number: Enter the attendee's ID number. If the Automatically generate Attendee ID check box is selected in System Parameters, this field will be automatically populated with an ID number.
Note: If the Automatically generate Attendee ID System Parameter option is disabled, and a user attempts to add an attendee using an ID that is already in Odyssey PCS, a prompt will appear with the message, “This ID number already belongs to a PCS patron: [Patron Name]. Do you want to add this patron to HMS?” Verify that the PCS patron’s name matches the name of the patron being added. Clicking Yes will add the Odyssey PCS patron to HMS. If the name does not match, do not add the patron using the entered ID number. Clicking No will cancel the operation.
•*First Name: Enter the attendee's first name.
•Middle Name: Enter the attendee's middle name or initial.
•*Last Name: Enter the attendee's last name.
•Birth date: Enter the attendee's date of birth (MM/DD/YYYY).
•Gender: Select the attendee's gender from the drop-down list (optional).
5. Enter conference information in the fields provided.
•*Expected start: Enter the expected attendance start date and time.
•*Expected end: Enter the expected attendance end date and time.
Note: The dates and times default to the dates and times specified for the attendee group.
•Meal plan: Select a meal plan from the drop-down list.
•Roommate request: Enter at least one letter of the last name or first name of the roommate and click Lookup to select the appropriate name for the list that is displayed.
•Custom room rate: If necessary, select a rate type from the drop-down menu and enter a custom room rate for the attendee.
6. Enter the attendee's contact information (address, phone number, and email address).
7. Enter other information in the fields provided. Other information that you may want to capture on attendees can be configured by your system administrator.
Note: The fields that display in this section are dependent on the option selected in the Other information attribute group field in the Conferences System Parameters option. If an option is not selected, the Other Information section will not be displayed.
8. Click Save. The Attendee successfully added message is displayed.