Creating a Non-Attending Group Coordinator

Is it possible to have a group coordinator who does not attend the event?
How can a non-attending group coordinator access a group.

When is This Needed or Used
The most common occurance for this option is when an administrative assistant registers one or more people for an event but they themselves are not attending. They use the email address of the attendee(s) and as such, if they try to return to edit or later pay for the attendees, they cannot do so if they don't have access to the account.

We offer two ways in which a non-attendee can gain access to the account.

Providing the "Login As" Link
If you don't understand how to "login as" another attendee, you may want to first read the answer that explains how to "Login As" an attendee. Basically, you go Yellow bannered Admin Only section at the bottom of an attendee record that you access via "Edit" in an attendee listing.

Once you have copied this link, you can send it to any third party and they will have the same access as the primary attendee themself who is designated as the primary contact. This is the quickest and easiest way, but it does open up a slight security risk because you've provided an all powerful link that the third party will have to bookmark or save.

Using a Username/Password (or Partner Account)
For a more secure method, access can be granted by invoice number (order number) and not by specific attendee ID or Linked Registration Group. This means you could have have 3 aIDs on one invoice and another aID on a different invoice that are all managed by a non-attending group coordinator. Keep in mind this assignment is by invoice number which means the coordinator will have access to ALL ATTENDEES on that invoice. 
The first step is to create a login account for the coordinator. It can be an email only account, partner login or username/password, but whichever method, they need a login ID as explained in this answer.

Then once logged in, continue with one of these two options. 

Option 1: All New Registrations
The most ideal way to create a group with a non-attending coordinator is to follow these steps:

  1. Go to the site where you wish to set up a group of linked attendees (So drill down to the specific event, not just the general search page)
  2. Login as explained above (The "black tab" in the upper right will say, "My Account" if you are logged in.
  3. Then register your first attendee and hit the "Payment" or "Housing" button. This will force the creation of an invoice number.
  4. You don't have to pay, just hit the housing or payment page. Then click the "Home" or "Add More" button to add more attendees.
  5. Make sure you hit "Yes" for the question about linking the invoices.
  6. You now do not need to go to payment after each one. You can just add all your attendees first
  7. After adding all of your group, you can then now proceed to housing or payment for your group.

On subsequent logins for this site, your entire group will show up even if you are not attending the event yourself.

Option 2: All Ready Existing Attendees
If you have attendees that already exist but were not set up as a group for a non-attending coordinator, you will need to contact Tier 3 support for assistance. You should:Once this ID is obtained, you can make a Tier 3 Support request and ask that a specific invoice(s) be linked to that login ID account.  When contacting Tier 3, please give the login ID for the group coordinator and then all of the invoice numbers that this coordinator should have access to. Tier 3 will then assign those invoices to that user. This is a very simple minimal support request.

We may eventually change this to an option that doesn't require Tier 3 support should the need for this type of action become more popular. We would then create an easier means of doing so but at this time the need is so low that we just recommend this Tier 3 work-around.

Access Via a Login Account
Once Tier 3 has linked all requested invoices to this login ID, when the user then logs in, their home page screen will show ALL of the attendees in each of the linked invoices. They can then perform all registration edits, housing assignments and payments for listed attendees. Then can then also pay for the entire group of attendees all at once.