Learn how to view and edit the personal contact details, participant responses and relationships of contacts, how to adjust the login status and how to check the participant's activities using the logs.
In this article
View and edit contact details
You can view and manually change the contact information and responses of participants and their corresponding relationships at any time. To do this, first select your desired contact in the contact overview and then click on the editing pencil on the right-hand side.
All stored and saved contact-specific information will now open, divided into the tabs “Details”, “Registration” or (from the perspective of the companion) “Personal information companion”, "Relations" and “Logs”.
Details
In the "Details" tab in the "Personal" section you will find all contact information fields and corresponding information set up by you and/or filled in by the contact during registration.
These can be edited by clicking on the respective text field or drop-down menu and saved with the "Save & return" button at the top right.
On the right side in the "Registration" section you will find the following information:
- Groups: All groups that were assigned to a contact by you during manual creation or Excel import and also those groups that the contact may have received through the groups in the registration form when answering questions. If you do not assign a specific group to a contact in advance when creating or uploading through your Excel list, these contacts will automatically end up in the fallback group.
- Token: The personal, individual token of the contact, which is mandatory for identification and personalization. This token is generated automatically when you upload your Excel list or when you manually create a contact, as well as when the contact fills out the registration form for a public registration.
Please note:
We recommend you to use the tokens that evenito generates automatically. You also have the possibility to define the personal token manually during the first creation or upload. For security reasons, you must make sure to use a secure token, e.g. one that consists of an unrelated sequence of letters and numbers. Once a contact has been created with an automated and/or personalized token, the token can no longer be edited.
- Group token: If the contact used a group token to register, the corresponding group token is displayed here. If a group token is used for registration, the contact will also always receive the group of the corresponding token that you previously linked.
Registration
In the "Registration" tab you will find the registration form of the contact, including all contact information fields and defined additional questions. If you have already filled in data for the contact, or if the contact has registered via the website, all answers will be displayed here.
These information can be edited by clicking on the respective text field or dropdown menu and saved with the "Save changes" button at the top right.
For contacts who have been registered as companions, this tab is called "Personal information companion" and displays all the contents of the registration form for companions that you have previously set up.
Attention!
If you have activated the decline form in the menu item "Forms" and a contact has deregistered for your event, the corresponding data from the unsubscribe form will be displayed here instead.
Relations
In the "Relations" tab you will find all other related contacts that are linked to this person (e.g. companions). Other relationships can be deputies or other contacts with their own individual token, provided that these functions are activated for your space.
Clicking on the respective relationship will take you to the profile of the linked contact and the text in the box will change, in this example from "is invited by" to "invites".
New relationships can be added via the plus button in the upper right corner. A new window opens and the corresponding contact can be linked in the "Related contact" dropdown. In order for a contact to be selected here, it must have already been created in the tool beforehand.
Via the "swap" button you can also change the relationship and deposit a new main guest for this contact here instead of a companion.
What are Audit Logs
The logs are the documentation of the activities of your contacts in this event. The logs record where, when, how and which adjustments were made. You can access the contact-specific logs directly in the contacts via the “Logs” tab:
You can access the event-specific logs by clicking on “Event dashboard” in the navigation on the left and going to the “Logs” tab at the top:
How to view Audit Logs
To view the logs of the selected contact or the log activities of the event, you must first set the filters for your search. Enter the “time frame” that you want to search. To do this, click on the date display and select the desired time period. The period to be searched can be a maximum of 29 days.
You can now use the buttons to the left and right of your date display to move forwards or backwards by the selected period. You can then select the type of entries you are looking for under “Type”. You can choose here:
- Check-ins and check-outs
- Contacts
- Virtual platform
- Relations
- Groups assigned to a contact
- Tickets
- Individual e-mail deliveries
At least one selection is required here, but you can of course also select and search several or all areas at the same time.
Finally, under “Action”, you must select whether you want the “Changed”, "Created" or “Deleted” entries to be displayed. You must also make at least one selection here.
Data in the Audit Logs
Use the “Search” button at the bottom right to confirm your selection and start the search. The following content is now displayed in the screen from left to right:
- The first column shows the date and time at which adjustments were made to this contact.
- Column 2 shows where the adjustments were made and by whom. “Website (Open API)” declares that the changes were made by the contact themselves, directly in the registration form on the website. Alternatively, it is also possible that a user created in evenito has made changes to this contact directly in the back office.
- Column 3 shows the type of editing that has been carried out, e.g. “Contact edited”.
- The last column shows in detail which changes were made and where. For example, which details were entered during registration or which answers were selected for the live surveys on the virtual platform.
Adjust registration status
The login status can be changed manually for each contact in the overview.
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By clicking on the "Pending" symbol on the left side, the dropdown for adjusting the registration status appears. The following status can be defined per contact.
- Pending: The contact is neither registered nor deregistered.
- Registered: The contact is registered for the event.
- Declined: The contact does not participate in the event.
If you manually change the status of an attendee, for example by selecting the status "Registered" or "Declined", in the next step you can decide whether you want to send the attendee the "Registration Confirmation" or "Decline Confirmation" e-mail by clicking "Confirm & Send" in the information window that opens.
If you select the button "Confirm & don't send", the participant status will be changed accordingly, but no communication will be sent out.
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Please note:
In order for the e-mails to be sent, the registration confirmation and/or decline confirmation must be set up by you in advance in the menu item Messages.