CiviCRM Community Forums (archive)

Our client needs to award the financial aid to the event participants. They send letters to all registrants after the awards are done and need to mail-merge the data so that the letter to the Primary Registrant contains the names of the other attendees they registered, for example:

John Smith - Participant ID 314      Registered by ID is Null
Kathy Smith - Participant ID 315    Registered by ID is 314
Joey Smith - Participant ID 316    Registered by ID is 314
Jenny Smith - Participant ID 31    Registered by ID is 314

And the information needs to appear in a spreadsheet as:

First    Last      Address    City                   State   ZIP    Email    Particpant ID    Additional Registrant 2    Additional Registrant 3    Additional Registrant 4    
John Smith    23 Main    Tallahassee    FL    32301    john@   314                    Kathy Smith                   Joey Smith                    Jenny Smith    

Is this type of layout possible through an export or a report??

penguintrax : A couple of possibilities for you might be:

1) You could do this with a custom report, using self-joins on the civicrm participant table, with a set number of columns for possible other attendees the primary registrant registered.  The out-of-the-box reports/searches don't return a list/column showing participants by whom they were registered, that I am aware of.

2) If you export the list of participants for an event from the 'Find Participants' search results, you can include the Participant ID, Contact ID, and Registered By ID for each participant along with the name, address and email fields, and then perhaps write a macro to run on the spreadsheet to get it into your target format.