Regasus functions
innovative and high-performance.

Regasus is designed around modules. As a result, our software fits in flexibly with your requirements and supports you in every phase of your project. It is built on the two base modules regasus®event and regasus®profile. Both can be used alone and independently of each other. Nevertheless, using them in combination offers numerous advantages.

Alongside these two base modules, there are very many additional modules which cannot be used on their own. They extend the functionality of the base modules. Particular mention can be made of regasus®hotel and regasus®invoice as add-ons to regasus®event.

regasus®event is the base module for event management. It comprises an extensive service package which can be supplemented with many more additional modules as and when necessary. With regasus®event, you can already organise events from start to finish.

The main focus of regasus®event is on participants who are to be organised in events. Once an event has been prepared with all relevant data such as participant types, programme points and hotel contingents, registration of participants is rapid and uncomplicated.

Participants can be either recorded individually with Regasus client or imported from files (e.g. OpenDocument, MS-Excel, CVS). In this context, regasus®event will automatically signal potential duplicates. Clearly, there is also the possibility for participants to register themselves via regasus®online.

regasus®event offers a large number of fields for all the information which you need from participants. In order not to lose an overview, all fields and functions which you do not need in an event can be hidden. If necessary fields are missing, you have the possibility to add them as so-called custom fields, e.g. for text or numbers.

Any change to a participant’s data is logged and presented clearly in a history. This includes not only modifications to the participant dataset itself but also, for instance, creation and cancellation of bookings, printing of invoices and sending of e-mails.

An overview of participant organisation:

• event administration
• definition of appropriate participant types per event
• participant registration
• sophisticated address administration with creation of address labels for more than 90 countries
• custom fields with defined datatypes such as text, date/time, number, yes/no, value list
• duplicate check
• detailed participant search
• creation of letter and address salutations taking into account academic degrees, official titles and nobility predicates

Arrangement of participants in groups enables you to map which participants belong to the same organisation. In addition, accompanying persons can be assigned to their main participants. Groups are visualised in a special view which makes it possible to implement bookings and modifications for an entire group.

• organisation of participants in groups
• assignment of accompanying persons to participants
• group bookings (programme and hotel bookings)
• group-related collective modifications

The term “programme points” describes all options of an event which participants can book or select. These include the registration fee for an event, registration for seminars and the complete social programme. The price is oriented on the participant type. For example, members pay less than non-members whereas invited speakers can participate free of charge. Furthermore, prices can be differentiated by timing, for instance in order to give early bookers a discount.

If only limited capacities are available for a programme point (e.g. number of seats in a seminar room) or if you would like to limit the number of discounted bookings (e.g. for a student discount), you can define this in the master data and Regasus will ensure that this is never exceeded and, if you so wish, can warn you when a programme point is close to full capacity. Optionally, you can also extend fully booked programme points with a waiting list on which further booking wishes can be managed.

Once programme points and offers have been put in place, Regasus always shows the correct prices as a function of participant type and when the booking is made.

• definition of programme points
• administration of programme offers (prices) differentiated by timing per participant type
• establishment of cancellation terms differentiated by timing
• programme bookings for participants and groups
• strict observation of upper limits for programme points and offers
• waiting list per programme point
• warning messages and e-mails for programme points close to full capacity
• notifications about bookings to participants by e-mail
• individual structuring of templates for notifications

Communication with individual participants can be extensive. regasus®event supports you in this respect by allowing you to structure the way telephone calls, e-mails, faxes and so on are documented. In addition, you can upload documents such as study certificates or membership cards to participants.

A further important component of communication management in regasus®event is sending template-based e-mails. For instance, this can be used to send personalised invitations to participants which you have previously selected with detailed participant search filters. You can draw attention to important information via this news service and widen your network.

Invoices and notifications about bookings can also be sent rapidly and efficiently in this way. Self-evidently, also automatically following a successful booking via the online form.

• correspondence filing system for participant communication
• document administration for participants
• sending template-based e-mails, e.g. for invitations

With regasus®event, you can produce professional badges (name tags). As also with other documents, the content and layout of badge templates can be freely structured. Through the addition of a barcode, these can be used for all on-site services such as entrance control and printing of certificates.

• production of name tags
• individual structuring of the content and layout, e.g. for plastic cards or paper
• support of barcodes (1D and 2D / QR code)

regasus®event already comprises a comprehensive functionality which can create many different types of reports. They can be adapted individually to meet your requirements. This relates both to their content and also to their layout. Broadly speaking, reports are available in the formats OpenDocument (ODS, ODT), PDF as well as MS-Excel/Word. All settings for a report can be stored in a report definition and can then be retrieved permanently.

• participant lists
• booking lists
• booking statistics
• country statistics

As a stand-alone CRM module, regasus®profile forms the basis of a structured client administration system. It enables the administration of profiles in which a person’s or a participant’s basic data can be stored.

regasus®profile is also a base module and can be used independently of regasus®event.

Profiles

• sophisticated address administration with correct creation of address labels for more than 90 countries
• custom fields with defined data types such as text, date/time, number, yes/no, value list
• detailed profile search
• creation of letter and address salutations taking into account academic degrees, official titles and nobility predicates
• categorisation of profiles using profile roles
• linkage of profiles through freely defined associations

Communication management

• sending template-based e-mails, e.g. for invitations
• correspondence filing system for communication with profiles
• document administration for profiles

regasus®profile in combination with regasus®event

The full potential of regasus®profile unfolds if it is deployed in combination with regasus®event. Thus, profiles can be created on the basis of participant data and vice versa.

Profiles and participants are linked to each other and are reciprocally synchronised until the end of the event. This makes it possible to analyse which events and programme points a participant has attended over the years via the profile.