Use Auto-Seating to quickly and automatically assign participants to seats:
     
    • From an event record for which you have already run the Event Seating Setup Wizard (BB14776) to set up your seating layout and added participants (BB121653) to the event, select the General tab.

       
    • Click Seating. The Seating screen appears.

       
    • From the menu bar, select Tools, Auto-Seating. The Auto-Seating screen appears.

       
    • Click Auto-Seat. All participants are assigned automatically from the Groups and Participants frames to seats at tables, rows, or sections in the Seats frame.

       
    • Click Save and Close on the toolbar.
       
    • You return to the General tab of the event record. On the toolbar, click Save and Close.
       
     


    The Auto-Seating feature assigns participants to seats in the following manner:
     

       
      • Only unseated participants are assigned to seats. Participants who have previously been assigned manually to seats under tables, rows, or sections are never moved to any other seat. They remain in their assigned seats.
         
      • The seating user options you set up on the Records tab of User Options are not considered. Participants are never reassigned to new seats or assigned to multiple seats. Seats are never added to a table, row, or section to accommodate your participants. When enough seats are not available to accommodate your participants, as many participants as possible are assigned to the available seats as described below, and seating stops. The remaining participants are left unseated.
         
      • The program starts by assigning all groups to seats. The largest group of participants is assigned first. The group is assigned to the first largest block of seating (table, row, or section). After the largest group is assigned to seats, the program continues to seat groups descending in size; largest to smallest.
        • When a group is assigned, if any members (participants) of the group have already been assigned to a seat at a table, row, or section; those participants are never moved. They remain in their seats and are counted as part of their group, determining the group's size (making it the largest, next largest, and so forth).
           
        • If any members of the group have previously been assigned to a seat at a table, row, or section; the program attempts to place the group at the same table, row, or section as the member of the group who you first individually assigned to a seat.
           
        • If enough seats do not exist at a table, row, or section to accommodate all participants within the group; the program assigns as many participants to seats as possible. The participants in the group who do not get seated are treated as individual participants and assigned later along with the rest of the individual participants; as described in the very last item of this list.
           
        • The program continues to assign groups to seats according to size, in this manner.
         
        • After assigning participant groups, the program looks for the host with the most guests. The program treats the host and his guests as a group, following the previous rules for assigning groups to seats. The program assigns the host with the most guests first, then loops through all hosts/guests by decreasing size.
           
        • After assigning hosts/guests, the program looks for the sponsor who has the most sponsored participants. The program treats the sponsored participants as a group, following the same previous rules for assigning groups to seats. The program assigns the sponsored participants first to seats, then loops through all sponsors/sponsored participants by decreasing size.
           
        • After assigning sponsors/sponsored participants, the program assigns the remaining individual participants to the first open seats at the first available table, row, or section.