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How LeadCenter Finds Events When Receiving Registrations

When someone registers for an event through LeadingResponse, LeadJig, or Financial Seminar Services, LeadCenter automatically matches that registration to the correct event in your system. This article explains how LeadCenter finds the right event.

How It Works

LeadCenter uses a smart matching system that tries different ways to find the correct event. It starts with the most reliable method and tries other approaches if needed. This ensures that registrations are always connected to the right event, even when some information is missing or slightly different.

Important: LeadCenter needs the event date and time to find a match. If this information is missing, LeadCenter cannot match the registration to an existing event.

How LeadCenter Matches Events

Method 1: Using Event ID (Most Reliable)

When this works: If someone has already registered for this event from the same service before

LeadCenter first checks if it has seen this event before by looking for a unique event ID number. If LeadCenter has already registered someone for an event with this same ID, it immediately knows which event to use.

Note: This only works if at least one person has already registered for the event from the same service. For the very first registration from a new event, LeadCenter will use the other methods below.

Method 2: Matching by Date and Zip Code

When this works: If Method 1 doesn't find a match

LeadCenter looks for events that:

• Happen on the same date
• Are in the same zip code area

If LeadCenter finds exactly one matching event, it uses that event. If it finds multiple events or no events, it tries the next method.

Method 3: Matching by Date, Time, and Zip Code

When this works: If Method 2 finds multiple events on the same date

LeadCenter looks for events that:

• Start within 2 hours of the registration time (to account for timezone differences)
• Are in the same zip code area

This helps when you have multiple events on the same day in the same area.

Method 4: Exact Time Match

When this works: If Method 3 still finds multiple events

LeadCenter looks for events that:

• Start at exactly the same time
• Are in the same zip code area

Method 5: Matching by Time and Venue

When this works: If Method 4 finds multiple events

LeadCenter looks for events that:

• Start within 1 hour of the registration time
• Are at the same venue (location name)

This helps distinguish between events happening at different locations around the same time.

Method 6: Matching by Date and Full Location

When this works: If Method 5 finds multiple events

LeadCenter looks for events that:

• Happen on the same date
• Are in the same zip code (if provided)
• Are in the same city (if provided)
• Are in the same state (if provided)

LeadCenter only uses the location information that was provided in the registration. If city or state is missing, it won't use those to filter.

Method 7: Best Match Fallback

When this works: If all previous methods find multiple matches

LeadCenter looks for events that match:

• Exact start time
• Same zip code
• Same city
• Same state

If multiple events still match all these criteria, LeadCenter will use the first matching event it finds. This is rare and usually happens when you have duplicate events in your system.

What Happens After a Match?

Once LeadCenter finds a matching event (or determines no match exists), here's what happens:

• If an event is found: LeadCenter updates the event with any new information from the registration (only filling in empty fields), then adds the new attendee to that event.
• If no event is found: LeadCenter creates a new event using the information from the registration, then adds the attendee to the newly created event.

Supported Services

This matching system works for registrations coming from:

• LeadingResponse
• LeadJig
• Financial Seminar Services

Tips for Better Matching

To help LeadCenter match registrations correctly, make sure your event information includes:

• Complete location details: Include zip code, city, and state whenever possible. This is especially important when you have multiple events on the same date.
• Consistent venue names: Use the same venue name format for the same location. For example, always use "Hilton Downtown" instead of sometimes using "Hilton Hotel" and sometimes "Hilton".
• Accurate dates and times: Make sure event times are correct and account for timezones properly.

Common Questions

Why are attendees sometimes registered to the wrong event?

This can happen when:

• You have multiple events on the same date and time in the same zip code, and the venue information is missing or different
• The zip code in the registration doesn't match the zip code in your event
• There are timezone differences causing the times to not match

Solution: Make sure your events have complete location information including venue name, accurate zip code, and proper timezone settings.

Why is LeadCenter creating new events when matching events already exist?

This can happen when:

• The zip code format is different (for example, "12345" vs "12345-6789")
• The venue name is spelled differently or formatted differently
• The date or time format is inconsistent

Solution: LeadCenter uses flexible matching, but try to keep your event information consistent. Use the same format for zip codes and venue names across all your events.

What if LeadCenter can't find a match?

If LeadCenter cannot find a matching event using all the methods above, it will create a new event automatically. This ensures that no registration is ever lost, even if the event doesn't exist in your system yet.

Summary

LeadCenter's event matching system is designed to be smart and flexible. It tries multiple ways to find the correct event, starting with the most reliable methods and working through alternatives. This ensures that registrations are always connected to the right event, even when some information is missing or formatted differently. The system prioritizes accuracy while being forgiving of minor data inconsistencies.