Transferring Meetings Between Attendees

The Aptify Meeting Transfer wizard allows a user to easily transfer meeting registrations and payments from one party to another. You can also transfer a registrant to a new meeting. The wizard works with both quotation and regular orders and determines the appropriate meeting and payment transfer behavior based on the status of the order (taken or shipped). In addition, if a customer has made a payment for the meeting registration order, the wizard can refund the original purchaser's payment, retain the credit t as appropriate. You can also launch the wizard from either the Orders or Meetings service.

Follow the steps below to transfer a meeting registration:

1. You can access the wizard from either the Orders service or the Meetings service using one of the following methods:
   • Create a view (in either the Orders or Meetings service) and click the Meeting Transfer Wizard icon in the view's toolbar to run the wizard.
   • In Aptify web, search for Meeting Transfer Wizard in the Quick search and click the wizard's title to run the wizard.
   • In Aptifydesktop, you can also run the wizard by clicking the Meeting Transfer Wizard icon from the Orders and Meetings entity browser.
      
2. Enter the person and meeting in the fields provided to locate the order that contains the registration to modify. The wizard will identify the appropriate order for you.
   • If you already know the ID of the Order, enter that ID in the field provided.
     
     • If you launched the wizard from a view of Orders and have selected an order, the order ID will be populated automatically.
        
   • If you launched the wizard from a view of Meetings and have selected a meeting, the meeting is populated in the Meeting field automatically. You will need to specify a person.
      
3. Click Next to continue. 
   • The Order ID is displayed along with the meetings order lines for the order identified from the previous step.
   • If you entered a person who is not registered for the specified meeting, an error is displayed. You must enter a value meeting/person combination before continuing.
   • If you entered an order that did not include a Meetings product, an error is displayed. You must enter a valid meeting order in the Order field before continuing.
     
     
4. Specify the new meeting and/or new attendee for each registration that you want to change using the steps belowi, depending on which interface you are using:
   • In the Desktop interface, do the following steps:
     1. If you want to transfer a registrant to a new meeting or session, enter the name of the new meeting/session  in the New Meeting field.
     2. If you want to transfer a meeting or session to a new registrant, enter the name of the person in the New Attendee field.
     3. Click Transfer to populated the New Attendee/New Meeting information in the grid.
     4. For all registration you want to change, make sure the first column is checked. For registrations you don't wish to transfer, uncheck  the column.
        • Meetings that are sessions are marked as such in the Sessions? column. This column cannot be modified.
         
   • In the web interface, do the follow steps:
     1. For all registrations you want to change, make sure the Include check box is selected.
        • Meetings that are sessions are marked as such in the Sessions? column. This column cannot be modified.
           
     2. If you want to transfer a registrant to a new meeting or session, select the New Meeting cell in the appropriate row and using the ellipsis search for/enter the name of the new meeting/session.
     3. If you want to transfer a meeting or session to a new registrant, select the New Attendee cell in the appropriate row and using the ellipsis search for/enter the name of the new person (as illustrated below).
        
         
         
5. Click Next.
6. Review the transfers you have selected. If you wish to modify them or make additional transfers, click the Back button. Otherwise, click Next to continue.
7. If you want to modify the Ship To/Bill to information, use the methods below: 
   • If you want to specify a new Ship To person, clear the value in the Ship To field and enter a new person.
     • If the person specified in the Ship To field is associated with a Company, the Ship To Company field is automatically populated with the person's company. It is only necessary to modify this field if you want to specify a different company.
       

   • If you want to specify a Ship To company, clear the value in the Ship To Company field and enter a new company.
     
     

     For payment integrity purposes, the Bill To person and Bill To Company fields are disabled when running the wizard against a taken and shipped orders. This ensures that the initial payment information is still associated with the correct Bill To party. If a new payment is needed, a manual Payments record should be created after the wizard is completed. You can modify the Bill To party information once the new order is created.

     
      

8. Select the Suppress Confirmation Emails option if you don't want an email sent when the transfer order is created.
9. If you want to modify the employee who took this order, you can do so in the Taken By field.
   • The system automatically populates the Taken By field with your name (linked to your Employees record).
      
10. If you want to apply a transfer fee by selecting a fee from the Transfer Fee dropdown and enter the fee amount. 
11. Specify details to either generate a credit/refund or cover a balance due. 
    • If the customer has made a payment for this order, specify an option for recording the order credit for the customer, if applicable.
      • Select Keep On Account to create a credit memo that can be applied to future orders and select the appropriate Payment Type. An organization can also create a refund for the customer at a later date if needed. 
        • Note that if the price of meeting has increased since the order was created, only the Refund options is available.
           
      • Select Refund to specify that the amount canceled should be refunded to the customer (assuming that the customer has provided payment for all or part of the original order).
        • Note that if the price of meeting has increased since the order was created, only the Refund options is available.
          
        • If  the order was paid for with a credit card and the credit card has not yet been captured, the Refund option is not available.
        • In the web interface, the Check Number field is not available when Refund is selected. This field is available when the wizard is run in the Desktop client. 
           
    • If the customer has not made payment for this order, (for example, the original order was made using a purchase order and has not yet been paid or the meeting was free), the Refund and Keep on Account options are disabled and the balance for the meeting related order lines are transferred to the new order.
      
      
12. When ready, click Next to transfer the registrations.  
    • Note that if one or more of the new meetings has sessions (or additional sessions) that the attendee may want to register for, you can review and add sessions for these meeting(s) from the new order.
       
13. Check the Yes,open the Order option to review the order.

14. Review and modify the order, as necessary.