Planning to Attend

What better way to market your event then to ask folks if they’re intending to attend?

Features

• On/off capture of submissions
• QUICK capture of name, email, (optional) class year, and (optional) school
• On/off publication of the list of prospective attendees
• Custom blurb for the form itself (which should be self-explanatory, but some prefer to write it out)
• locked to each master event so each submission is locked to a given master event

Configuration

Config is entirely under the Master Event.

If/when capture is activated: a link appears on the (public) event landing screen. If/when the list is activated: a link appears on the (public) event landing screen AND appears at /pta/{event_short_url} (with a submission form link)

Recommendations

• open PTA capture 3 months before registration opens
• open the PTA list as soon after that as you have critical mass
• CLOSE the PTA capture before registration opens (don’t want to create confusion! PTA is NOT registration!)
• CLOSE the list shortly after registration opens (the who’s coming list should supersede it)

Requirements for a name to appear on the PTA list

The process

• alum visits the PTA list page
• fills out the capture form
• at this point the alum appears in the PTA report in status “PENDING”
• alum is sent an email with a “click to confirm” button (necessary to keep folks from appearing who didn’t fill out the form on their own behalf)
• you (or your designate) matches the submitter to their XID; this is to ensure we show any given name precisely ONCE on the PTA list

We don’t show anyone who:

• opted out of having their name shown (it is possible to submit and uncheck the box)
• didn’t click the confirm link in the email
• was not matched to an XID

With these multiple screens in place we can be confident that the PTA list is exclusive, correct, and well-composed.

An alum who loses/forgets/ignores the email and fails to click the link in it will be stuck in PENDING state and will never appear on the PTA list.

Reporting

Reports > PTA

From there you can:

• export the whole shebang to Excel
• hide names manually
• match submissions to XIDs
• correct invalid class years, typos in names

Interaction with the Bio Update process

Because the Bio Update process includes a planning to attend checkbox, AlumnIQ merges that data with the PTA submissions to yield a single, unique PTA list – hence all that XID matching work. Take note of the origin field on the PTA report - it’ll indiciate whether this record came from one system or the other so you can handle it accordingly.