Items

Items are generally things that can be collected at an event, such as T-shirts, backpacks, water bottles, and Gala Dinner tickets.

Items are allocated to People and a person can have none, one, or many Items assigned to them. When using the Jomablue Smart Badge and a Jomablue Item Collection device, ushers can see which items are allocated to a person and can mark them as collected. 

Items can be imported along with People data, manually added to a Person record under Entitlements,” or automatically added when purchased through Registration. It’s essential to create Items before adding them to a Person record or making them available on a Site.

Each Item has a Name and Description, both of which will be displayed in Registration. When using Omnia onsite at the event, only the name and collection status will be visible after scanning a person's badge.

Adding items to a Person record does not automatically add them to Registration, so you can add them without impacting Registration.

Create Items

To create an Item in Jomablue, you will need the name of the Item and may optionally include a description. To create an Item, do the following:

1. While logged in to Jomablue, navigate to Items in the menu
2. Click on New Item at the top right of the page
3. Enter the Name and optional Description into the respective fields (see below for an example)
   
   
   
4. Click Save at the top right corner of the page to save your Item

Notes:

• Items created in this manner can be added to Products on a Site. However, to make the Item available for Item Collection, it must be added to an Item Group. Refer to the section below for instructions on creating an Item Group.
• Items can be physical objects for your Attendees to collect (e.g., swag bags, t-shirts) or experiences they can attend (e.g., Gala Dinner, Afterparty)
• Pricing for Items is configured in Registration > Configuration > Items.

Item Groups

Grouping Items is important when using the Jomablue Smart Badge along with a Jomablue Item Collection device to manage the collection status of Items at an event. Items are organised into groups, and these groups are selected on the device.

When a Smart Badge is scanned using a device, only the items within the selected group are displayed and can be marked as collected.

Items can belong to multiple groups. For example, a 'Gala Dinner Ticket' can be collected at both the Information Desk and the Expo Collection Point, whereas swag is only available for collection at the Expo Collection Point. If a person collects a Gala Dinner Ticket at the Information Desk, it will show as collected if they try to collect it again at the Expo Collection Point.

Create Item Groups for Item Collection

To create an Item Group in Jomablue, follow these steps:

1. Log in to Jomablue and navigate to Items in the left-hand menu
2. Click on New Item Group
3. Enter the name for your Item Group in the Name field
4. Click Save at the top right of the page

To add Items to an Item Group in Jomablue:

1. Ensure that you have created your Item(s) and Item Group(s)
2. Go to Event Content > Items. You will see a list of Item Groups on the left and a list of available Items on the right (see below)
   
   
   
3. To add Items to a Group, click on Select Items for that Group
4. A list of Items will appear with toggle switches next to them (see below). To add an Item to the Group, toggle the switch on. The Item will be added to the Group instantly, no need to click a Save button
   
   
   

Note: If you have a large number of Items, you can use the Filter Items search bar to narrow down the list .

Delete an Item

An Item can be deleted only if it’s not associated with other records or functions within Jomablue. To delete an Item:

1. Select Items in the left navigation menu
2. Click on the Delete button next to the relevant Item

If the Item has been applied in Registration:

1. Select Registration > Configuration in the left navigation menu
2. Select the Items tab
3. Select the relevant Item
4. Click on the Delete button

If an Item Entitlement has been applied to a Person record or functionality, a pop-up will appear indicating the associations preventing deletion. To proceed with the deletion, you must address the following relationships blocking it:

• Items that are part of Item Groups
• Items associated with People
• Items linked to Orders (e.g., a Paid Registration Order containing an Item that has been completed but not yet registered)
• Items that have Taxes applied
• Items included in Coupons
• Items associated with Campaign Filters
• Items related to saved People import mappings
• If none of these relationships exist, a pop-up will confirm the deletion. When you select the Delete button in the pop-up, the Item will be removed

Add an Item Entitlement to a Person record

1. Select People from the left navigation menu
2. Search for and select the relevant person
3. Click on the Entitlements tab, where you will see all current entitlements under Item Entitlements
4. Click on the + sign next to Item Entitlements to add a new entitlement
5. Choose the relevant Item; the quantity will be displayed on the left
   Note: To add a quantity greater than 1, continue clicking the Item
6. Select Add Items to apply them to the person

To delete an Item Entitlement, click - sign next to the person record.

Add Item Entitlements using a People import

To apply Item Entitlements to multiple People records at once, use the Jomablue Import tool. Include a column in your file for each Item, noting which individuals should receive the entitlement (e.g., “Yes”). For additional information, see the article: Importing People. 

When mapping the fields, select Item Entitlement, then choose the Item and apply the appropriate rules for entitlement application.

In addition to applying entitlements to new People during the import, you can also export existing People, add a column indicating which people should receive an entitlement, and reimport the file.

The Jomablue Import Tool can also be used to remove Item Entitlements. Correctly reflect the entitlement status in your file. When mapping the fields, complete the criteria for “Remove item from person” appropriately. For example, leave the field blank and apply the mapping criteria “is empty,” or fill the field with “No” and apply the criteria “is” and ”No”.

Referenced articles