# Collecting details after the sale — dietary needs, company numbers and weights without chasing anyone — MijnEvent Collecting details after the sale # Get the dietary needs in without calling everyone You have sold eighty seats for the dinner and the caterer needs to know by Tuesday what goes on the table. Right now that means one email to everybody, a spreadsheet you maintain yourself, and ten phone calls on Monday evening. With the attendee details module the system does the asking, keeps the reminders going, and leaves you with only the people who really are still outstanding. [How it works](#how-title) [The module page](https://mijnevent.nl/en/modules/attendee-details) Video in Dutch. - 1The buyer pays Checkout stays short: name, email address, payment. Nothing about diets or company numbers, because that costs you sales. - 2They get one link The confirmation email carries a single link to every form in their order, with everything still outstanding listed at the top. - 3Fill in or forward Per ticket they either answer it themselves or forward that one form, in a single click, to the guest it belongs to. Per ticket, not per order ## Four tickets means four forms That sounds obvious, but it is exactly where a shared questionnaire falls apart: one set of answers for an order of four people, and then a round of phone calls to work out whose need was whose. Here the request hangs on the ticket. 2× Dinner — adult 2 forms 2× Dinner — child 2 forms Fields per ticket type different What the buyer gets to do 4 forms Each form asks the fields belonging to that ticket type. The children's menu asks for an age, the adult menu for a wine choice — and the buyer never has to remember which question belonged to whom. How it works ## From checkout to a complete file You set it up once per ticket type. After that it runs, and all you look at is what does not come in. 1 ### Build the form per ticket type Pick your fields — text, dropdown, date, number, checkbox — decide which are mandatory and put a deadline on it. Fields can be conditional: "which diet?" only appears for those who said they have dietary needs, "which workshop on day two?" only for those who bought a two-day ticket. 2 ### The buyer gets one link Straight after payment, in the same email as their tickets. No account, no password: the link opens their own overview with a form per ticket and the current state of play above it. 3 ### Answer it, or forward it to the guest If the buyer knows the answer, they fill it in. If they do not, they forward that single form to the guest — who fills in only their own details and sees nothing of anyone else's. The buyer still sees what is outstanding. 4 ### Reminders keep going, you see the rest Anyone who answers nothing gets a reminder automatically, up to your deadline. After that you get an alert email listing who is missing what, how often they have been reminded and how to reach them. From that moment on, you decide. 5 ### Export, then automatic deletion One export per event or per ticket type to your caterer, balloon operator or workshop host. After your event the system wipes the details automatically, with an audit trail of that deletion. What this is for ## The same question four times, four different sets of fields What you need to know differs per kind of event. What stays the same: you only need it after the sale, and you need it from every person separately. ### Climbing gym, obstacle run, balloon flight Weight, height, shoe size and an emergency contact with a phone number. Without those numbers you cannot issue a harness or load a basket — and nobody happily types them into a public checkout. Mark weight as a sensitive field: it goes into storage encrypted, only your instructors see it, and seven days after the event it is gone. ### Dinner, gala, wedding party Dietary needs, allergies, menu choice and the name the guest is seated under. With a conditional field you ask "which ones exactly?" only of those who ticked an allergy, and on Tuesday the caterer gets one export file instead of your handwritten notes. ### Conference, training day, networking event Company name, registration number, invoicing address, job title and the name that has to go on the badge. With a business ticket the office manager orders for six colleagues: she pays, she forwards the six forms, and you print badges with names that are actually right. ### Workshop, multi-day programme, course day The round choices: which workshop in block one, which in block two, and whether the attendee wants beginner or advanced. A dropdown per round hands you the split across the rooms straight away, without a separate sign-up form you then have to match back to who actually paid. The follow-up ## The screen you actually use: who is still missing what This is the heart of the module, and emphatically not an automaton. You see who is missing what, how often they have been reminded and how to reach them. What happens next is up to you. Example of the Missing details overview Attendee Missing Reminded Contact Marieke de Boer — Dinner, adult Dietary needs 3× 06 – 12 34 56 78 Jeroen Veenstra — Conference, business Registration number 1× j.veenstra@… Sanne Bakker — Climbing clinic Weight, emergency contact 4× 06 – 87 65 43 21 Called them and sorted it out? Record it as a note on that attendee, so it sits with the right person instead of on a loose list on your desk. ## Everything on one screen Filter by event, ticket type or field: show only the people still missing the dietary need, or only those who never entered a weight. You see how to reach them right there, so calling is not a hunt through your orders. ## A note per attendee What you agreed on the phone — "calling back on Thursday", "eating whatever, no diet" — you record on that attendee. Your colleague sees it too, and nobody calls the same person twice. ## Reminders that run by themselves As long as a form is incomplete the reminders keep coming, up to the deadline you set. Extend the deadline and they simply keep running. You never have to remember it. ## You cancel, not the system Automatic expiry is possible, but off by default. We do not think an order that cancels itself because somebody was on holiday is a good outcome, and you probably do not either. Switch it on and at least you know you switched it on yourself. If you do cancel ## What comes back — and what does not This does not belong in the small print, because your attendee will definitely ask. Cancel an attendee for good and money goes back — but not all of it. ## Back: the ticket price The attendee gets the ticket price back, minus the transaction costs the payment provider already charged when they paid. Those costs were incurred at the moment of payment and do not come back, not even on a cancellation. ## Not back: service fees, order costs and donations Service fees you set yourself per ticket, the order costs of the order and any donation stay where they are. That is not a small-print trick — it is the reason you are reading it here instead of in an email exchange afterwards. ## Automatic expiry is possible, but off If you want incomplete tickets to expire by themselves after the deadline, you switch that on per event. It is off by default — precisely because the amount that comes back is lower than what was paid, and that is something you want to explain before it happens. Privacy ## You are asking sensitive things. That calls for stricter rules A weight, an allergy, an emergency contact: that is no longer ticket sales, those are personal data the GDPR has opinions about. So you can mark a field as sensitive, and different rules apply the moment you do. ## A mandatory purpose statement per field On a sensitive field you explain what you need it for — "we need your weight to lay out the right harness" — and the attendee reads that text before entering anything. Without that explanation you cannot publish the field. ## Explicit consent The attendee actively consents to the sensitive field, separately from the rest of the form. No pre-ticked box, and no consent buried in the terms and conditions. ## Stored encrypted, separately shielded Sensitive answers go into the database encrypted. Only team members with that specific permission can view them — so not your box-office staff or your marketing colleague, even though they work in the same dashboard. ## Wiped automatically after your event Thirty days after your event the attendee details disappear by themselves; sensitive fields already after seven. There is nothing to clear up and nothing to remember — it happens whether you log in or not. ## With an audit trail Who viewed the data and when it was wiped is recorded in an audit trail. If an attendee later asks what happened to their details, you can show them instead of promising them. ## And no: we are not claiming we store nothing That would be untrue. For this module we do store the details you collect — otherwise your caterer would have nothing to work with. What we do instead: encrypt them, shield them, keep them no longer than your event needs them, and record the deletion. That is the honest version, and the only one you can repeat later. What it costs ## €50 per event, and your first one is free One amount per event where you collect details. Not per form, not per attendee, not per field, and never a percentage of your revenue. €50 per event where you collect details First event free **One amount, however much you ask** — Two fields or twenty, fifteen attendees or fifteen hundred: it stays €50 for that event. So you never have to choose between "asking properly" and "asking cheaply". Your very first event with attendee forms costs nothing. Try it on your smallest dinner before you let it loose on your three-hundred-seat conference. The amount is adjustable per organisation, down to €0. Nothing changes about your ticket price: the platform fee stays €0.50 or €0.25 incl. VAT per paid ticket. Frequently asked questions ## Frequently asked questions ## Why not simply ask for the details during checkout? Because the buyer usually does not have them yet. Somebody booking four seats at a dinner does not know their guests' dietary needs off the top of their head, and somebody ordering for six colleagues does not have their company details to hand. Every extra question in checkout also costs you sales. So paying stays short; the questions start afterwards, with all the time up to your deadline. ## How many forms does someone who buys four tickets get? Four. The request hangs on the ticket, not on the order: two of ticket A and two of ticket B produce four separate forms, each with the fields of that ticket type. The buyer sees them in one overview, with everything outstanding listed at the top. ## Does the buyer have to fill everything in for their guests? No. Per ticket they forward the form to the guest concerned in one click. That guest fills in only their own details, without an account and without seeing anyone else's answers. The buyer still sees what is outstanding, so they know whether somebody still needs a nudge. ## What happens if somebody simply never fills in their details? First the reminders keep going. Once your deadline passes, you get an alert email with who is missing what, how often that person has been reminded and how to reach them. You can call and record the outcome as a note, extend the deadline, or cancel for good. Automatic expiry can be switched on, but is off by default. ## What does somebody get back if I cancel them for good? The ticket price, minus the transaction costs already incurred when they paid. Service fees you set yourself, the order costs of the order and any donation do not come back. Say so up front: it is the question you will otherwise definitely get by email. ## How do you handle sensitive details such as weight and diet? You mark those as sensitive fields, and stricter rules apply: you must state what you need them for, the attendee gives explicit consent, the answers are stored encrypted, and only team members with that specific permission can view them. They also go earlier than the rest: seven days after your event instead of thirty. So we do store the data — for exactly as long as your event needs it, with an audit trail of the deletion. ## Can I only ask a question when it is relevant? Yes, with conditional fields. "Which ones exactly?" only appears for those who ticked an allergy, and "which workshop on day two?" only for those who bought a two-day ticket. That keeps the form short and stops you collecting what you will never use — which is also the simplest way to satisfy data minimisation. ## How does my caterer or supplier get the details? Through an export per event or per ticket type: one file with all the answers, which you forward to your caterer, balloon operator or workshop host. After that there is nothing to clear up — the system wipes the data after the retention period itself, with an audit trail. ## What does collecting details cost? €50 per event where you collect details, and your very first event is free. The amount is independent of the number of forms, fields or attendees — never a percentage and never per form. Adjustable per organisation, down to €0. Further ## More about this module What the module can do exactly, what else is in MijnEvent, and how we handle visitor data. [ ### The module page Every capability, the pricing model and the terms of the attendee details module in one place. ](https://mijnevent.nl/en/modules/attendee-details) [ ### All features What comes as standard in MijnEvent — from time slots and guest lists to resale and check-in. ](https://mijnevent.nl/en/features) [ ### The knowledge base Articles about the GDPR at events, handling privacy requests and how MijnEvent was built privacy by design. ](https://mijnevent.nl/en/knowledge-base) # Let the system do the asking, and call only the rest Switch the module on for your next event, set up your fields per ticket type, and after that just look at who is left. Your first event is free. [Start free](https://mijnevent.nl/registreer) [All features](https://mijnevent.nl/en/features)