Guest list to invite contacts and track responses
Overview
Contacts that are to be invited to an event can be managed in a guestlist. Admin users can add, view and track all contacts, whereas permitted hub users can add, view and track contacts invited by their organisation.
Access is granted using tickets and passes. Admin users can specify which passes are able to be offered by hub users, according to the company they represent.
Grant hub users permission to add and manage contacts in a guestlist
A hub user must be granted permission to invite contacts to an event.
This is done by assigning users to an organisation profile - and then connecting the organisation profile to the event.
Once complete, this will unlock the Guest Passes option in the user’s My Profile page; and allow the import, invite and tracking of responses from the guestlist. For admin users, all contacts are visible by selecting the guestlist within the event settings Audience > Lists.
Unlimited users can be given permission to manage guest passes for an event via a connected company profile.
To create a company profile and assign it to an event:
Navigate to Profiles > Companies > Edit Company Profile > Profile Page
Within the Contacts section, select Add contacts
Search the users profiles to find the person you want, and select “Add”
Navigate to the event settings from Events
Within the Overview page, scroll down to Organisations (or Sponsors)
Use the search bar to find the company profile, and select it to add it.
Specify the pass(es) that the organisation is eligible to offer its guests.
Set a quota, if required. The quota will apply to the total number of guests that register for in-person passes. Quotas cannot be applied to passes with remote attendance mode.
Managing a guestlist
A guestlist can be created and managed within an event from either:
Admin users: In an event's settings > Audience > Lists.
Hub users: My Profile > My Events
Admin users only
Admin users must first create a guestlist before hub end users can begin inviting their contacts.
To create a guestlist:
Navigate to Event > Audience > Lists
Click +New button
In Type, select Guest List (or Guest Passes)
To add contacts use the +Add or Import options. Find out more about adding contacts to a list.
Admin users can import an unlimited number of contacts to a guestlist.
Hub users
To add contacts:
Navigate to My Events from the My Profile menu when logged in.
Select an event.
Click the Guest Passes button. Only events where the user has permission to manage guests will the Guest Passes button be enabled.
Use the +Add or Import function to add a contact.
Select the pass to offer the contact. If no pass is selected, the contact will be able to select any of the passes the organisation is entitled to offer.
Click Add to populate the list with contacts.
FAQs:
How do I create more than one guestlist?
Only one guestlist can be created per event. Permitted hub users will only see the contacts added by their organisation. Admin users can view all contacts added by all organisations.
How do I see which organisations have invited who?
Admin users can view all contacts added by all organisations. From the guestlist in Audience > Lists, the list can be filtered by organisation to show the inviting company.
Can I export the guestlist?
Yes, admin users can export a guestlist. Hub users are not able to export.
What happens if a contact is invited by multiple organisations?
Contacts can only appear once in a guestlist. If an admin or hub user attempts to add a contact that is already present in the list, it will be skipped. Hub users are restricted to batch imports of 50 records per upload.
How do I track responses?
Contacts will be visible with contextual information, including the user that added the contact and status of the pass (accepted, declined, not claimed) in both the guestlist (for admin users) and Guest Passes (for hub users).
What if I don't know what pass a contact wants?
When a pass is not specified when a contact is added to a guestlist, all passes available to the company will be displayed at registration.
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