AlumnIQ Admin Documentation
  • README
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  • Events Module
    • Event Setup
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      • Matching
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  • Signature Events Service
    • Onboarding and Setup Timeline
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    • Graphic Specs
    • Giving
    • Where to update what
    • Planning to Attend
    • Bio Update
    • General Configuration
    • Who's Coming List(s)
    • Package Controls
    • Access Controls
    • Strings
    • Health+Safety/Vaccination Attestation
    • Table/Seat Assignment
    • Getting events from contributors across campus
    • Virtual Events and Webinars
    • Staff Assistant
    • Common Scenarios
    • General Registration Management
    • Text and Email Messaging
    • The Pass
    • Watches
    • Housing
    • Post-Event Survey
    • Name Tags and Printing
    • Options for Check In
    • Batch Printing
    • Offloading Clicker Data
    • Event Attendance with Gatekeeper
    • iqKey for fast Gatekeeper access
    • Email Senders
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On this page
  • Features
  • Configuration
  • Managing Tables
  • Managing Seats
  • Seat Holds
  • Managing Assignment
  • Reporting
  • Gatekeeper
  • The Pass
  • The Confirmation
  • Other ideas
  1. Signature Events Service

Table/Seat Assignment

Galas. Specially seated dinners. Or just a preference to play chess with your registrants. All require thoughtful table and seat assignment!

Features

  • Create as many tables as you need

  • Tables can be named however you like, sorted however you like

  • Tables can have varying numbers of seats

  • Seats can be 'held' which prohibits assignment

  • Seats can be assigned to at most one registrant

  • Two flavors of reports to facilitate assignment (by person and by table)

  • Seat assignment information included in event attendance reports

  • Seat assignment information included in Gatekeeper UI

  • Table/Seat assignment information can be printed on name tags

  • NEW Table/Seat assignment information can be shown on The Pass and confirmation

Configuration

Seating is managed on a per event basis; few events will be "seated" within any one master event (we hope - for your sake).

To activate seating capability for an event, edit the event and change this setting:

To make seating assignments visible to your registrants (which is RARE!), you can set the Seating Assignment Viz setting to TABLE visible or TABLE+SEAT visible. We recommend not showing this until very late (if ever) so that you have the freedom to move people around without them knowing.

Managing Tables

Once it's active, you'll see a new panel on the view event screen just below the price options block:

This is where you'll manage table and seat creation - not assignment. What you're building here is your assignable inventory.

  • click on Create Table(s) to do just that - and bulk-create seats at them

  • Tables must have at least one seat (otherwise it's just weird)

  • Table names (and notes) can be edited by clicking on the table name or selecting "Update Table" under the Actions button

  • Table ordering is also governed under that same link

Managing Seats

Seats are max capacity 1. We go to great lengths to keep you from assigning two people to the same seat.

Some events may not care so much about seats - just tables. We have to care about seats, so even if your event is not quite as particular we require specific seat assignment in order to manage table capacities.

  • Seats can be updated by selecting "Manage Seats" under the Actions button

  • Seat counts, names, and ordering are updateable under that same link

Seat Holds

For those of you who manage housing through AlumnIQ, the concept of a hold is not new. A hold blocks that seat from being assignable to an individual.

Holds are useful if you know, for example, that a donor purchased table 10 but doesn't know the other 6 people joining her at it - so you want to ensure those don't get filled in by someone else.

Holds are set and released exclusively here.

Managing Assignment

There are two reports available to you for managing seat assignment: by person and by table.

Depending on how you think, one might work better for you over the other. Both accomplish the same goal.

The assignment by table report we expect will be the more popular one - it's more object centric than person centric. To move a person from one seat to another, first release them by hitting the red X button and then click "NOT ASSIGNED" on the seat you want to move them to.

When you assign a person to a seat you can also apply a seat note that specifically pertains to that individual. This information is included in reports and Gatekeeper - and is never shown to the registrant.

Reporting

We kept reporting really simple on this one - the seating assignments are available for inclusion in the event attendance report.

When exporting to excel be sure to select the "Event Attendance - Seat Assignment" checkbox. Four columns are included: table name, seat name, combined table-seat, and the seat note.

Because you can already pick and choose which information to include in your exports, it's super simple to build a check in sheet from the event attendance report with only the information in it that you need.

Gatekeeper

And because these events almost always involve moving people around as no-shows become apparent, we include the seat assignment information in Gatekeeper both in the list of registrants and on the post-check-in screen for easy reference.

Need to remind someone where they are sitting? Simply re-scan their name tag to see it again.

The Pass

The Confirmation

If the Seating Assignment Viz setting is set to TABLE or TABLE+SEAT, we'll show the appropriate assignment per person on the confirmation page and in the confirmation email. The inclusion in The Pass is far more helpful, but we understand there may be situations you want to show it post-checkout - which kinda makes for about .002 microseconds during which you could make an assignment in time for them to see it.

(confs get re-sent all the time so that's why we put it there too)

(use The Pass)

Other ideas

Send them our way!

PreviousHealth+Safety/Vaccination AttestationNextGetting events from contributors across campus

Last updated 2 months ago

If the Seating Assignment Viz setting is set to TABLE or TABLE+SEAT, we'll show the appropriate assignment per person in . That's their check in resource, that's their living schedule of events, so it made sense to show there.

The Pass