Inviting Attendees Using RSVP 

To invite attendees using RSVP invitation follow these steps:

1. Check, edit or modify the RSVP email template.

From the Email tab > Automated Email, you may edit/ modify the RSVP email template or Send a test email 

2. You will find elements and different functions which you can use for the email content. Drag and drop the items you want to add.

Don't forget to click SAVE after making changes

3. Go to Attendee List then click the RSVP Invitation tab.

4. Click + RSVP Invitation button

5. Click 'Download' > Add the list of invitees you want to invite in the CSV sheet for upload > Upload the CSV file 

Note: 

1. When entering the attendee data into the CSV file, organizers can pre-fill the default and custom fields that have been created. This includes the full name, first name and last name. 
   
    
   
   
2. Once the attendee data is pre-filled, it will appear on the registration form.
   
   

6. The "Import and send later" button is clickable when you have successfully uploaded the file.

Click Import & Send Later button

7. Once the attendees have been imported, the newly added attendees will be under "Pending" status. 

Note: Pending status implies that no RSVP invitation email has been sent to the attendee.

Sending RSVP Invitation To Imported Attendees 

1. Under the RSVP Invitation tab > Select the attendees > Click "Bulk Send" > Click "Long Press To Send"

Resending RSVP Invite To Invited Attendees

1. Under the RSVP Invitation tab > Select the attendees > Click "Bulk Resend" > Click "Long Press To Resend"

2. Once the invitation email is resent, the "Status" and "Sent At" fields will be updated accordingly. 

Note: 

1. RSVP resend is only allowed for "RSVP Invited" and "RSVP Rejected" status. 
   
   

RSVP Invite Flow For Attendees

1. Attendees will receive the RSVP Invitation once the organizer has sent out the RSVP Invitation.

2. To repond to the RSVP, click the action button Reply RSVP Invitation

3. Attendees will be directed to the RSVP invitation response page. 

If Attendee Accepts The RSVP

After the attendee clicks "Accept with Pleasure" on the RSVP invitation response page, they will be directed to fill in additional fields on the registration form. Once successfully submitted, it will show "RSVP Registered Successfully". The attendee status will change to "RSVP Registered" under the "RSVP Invitation" tab.

Important Notes

• If the event has ticketing, the attendees will need to select the ticket type before proceeding to fill in the registration form.
  
  
• For RSVP invitations, attendees are NOT able to purchase multiple tickets regardless of the event type. Each attendee can only purchase a maximum of 1 ticket per registration. 
• RSVP attendees cannot change their email address in the registration form. Please contact the organizer if you would like to change your contact email. 
• Attendees will only be able to respond to the RSVP link once. If the attendee clicks the RSVP link again, it will show the confirmed response.
  
• A confirmation email with the "Enter Event" button will be sent to the attendee's email once registration is complete (for events without Attendee Approval mechanism turned on). If the event has Attendee Approval mechanism turned on, organizers will have to approve the attendee for them to receive the automated confirmation email.

Note:  The attendee's unique Check-in QR code will be included in the automated confirmation email for Hybrid and In-person Events.

After clicking the "Enter Event" button, the attendee will be directed to the event site when the event is live.

 

If Attendee Declines The RSVP

After the attendee clicks "Decline with regret" on the RSVP invitation response page, it will show a "Thank you for your reply" message. The attendee status will change to "RSVP Rejected" under the "RSVP Invitation" tab.

Procedures

1. On the Attendee List > Click "Invite Attendees" > Select "Send email/sms invitation to attendees"
   
   
   
   
   
2. Select "CSV UTF-8" to import attendees in bulk or select "Email/SMS invitation" to add attendees one-by-one.
   
   
   
1. By selecting "CSV UTF-8"
   
1. Download the CSV template > Add in the attendee details > Upload the template 
   
   
   
   
2. Toggle ON the "Send Invitation Email & SMS" feature if you would like to send the automated invitation email to the imported attendees. Toggle OFF if you would like to send it out later. Click "Import Attendee List" once done. 
   Note : The toggle will only be available for Virtual & Hybrid events. 
   
   
   
   For In-person events, the layout will be similar to the image below. Click on "Preview Import Result" to proceed.
   
   
   
   
2. By selecting "Email/SMS invitation" 
   
1. Input the attendee's email address. 
   
   
   
2. If you would like to send SMS to the attendee, click on "I want to send SMS invitation to the user" and input the mobile number. 
   Note: The SMS feature needs to be turned on under Event Settings > Basic Event Info.
   
   
   
   
3. Click Add Attendee to add another attendee. Once the email & contact number (optional) of attendees have been added, click Send Invite.
   
   
   
4. Click Send to send the invitation email to the attendee. 
   
   
   
3. There will be a popup message to indicate that the importing is complete.
   
   
   
   

Procedures

1. Go to Attendee List > Click "Add Attendee".
   
   
   
   
2. Organizers can choose to either add attendees in bulk or add a single attendee. 
   
1. To add attendee in bulk
   
1. Click "Bulk Importing" > Select "CSV UTF-8 File"
   
   
   
    
   
   
2. Download the CSV template > Add in attendees to the template > Upload the CSV template > Select Ticket Type by clicking on the dropdown menu.
   
   Note: For the ticket type, if organizers have no ticketing for the event, simply select "No Ticket Required"
   
   
   
   
   
   
   
   
3. Click "Preview Import Result" > Click Next > Select to either import full list / only import attendees with certain criteria > Click Confirm to Import
   
   
   
   
   
   
   
   
4. Select to either send the automated confirmation email now or later.
   
   
   
   
2. To add a single attendee to skip registration
   
1. Select "Add an Attendee" 
   
   
   
   
2. Enter the attendee details > Toggle On/Off the automated confirmation email > Click "Add"
    
   
   
   
   
3. Once the attendees are imported into the attendee list. A magic link will be generated automatically for each attendee. 
   
   

Connect EventX Virtual Platform with Salesforce will enable event organizers to manage attendee data in a more flexible way by simply import or export attendee list from/to the organizer's Salesforce Object. It also offers an alternate option for event organizer to invite the target audience to attend the event.

Follow the steps below to connect EventX Virtual Event with your Salesforce account:

I. Connecting Salesforce account

II. Import attendee data from Salesforce to EventX organizer portal

Import data available in Invite Attendees and Import Registered Attendees under the Attendee List menu.

Step 1: Go to "Attendee List" and click Invite Attendees or Import Registered Attendees

• After connecting Salesforce account, click "Salesforce" to select Salesforce Object (and Object List View) and attendee field mapping
  • Can select single Object for importing each time
  • Only attendee info default fields (refer to reg form) available for importing

Step 2: After connecting Salesforce account, click "Salesforce" to select a Salesforce Object (and Object List View) and attendee field mapping.

• You select single Object for importing each time
• Only attendee info default fields available in the platform registration form (ie, Full Name, Job Title, Organization, Contact Number, City, Country/Region) available for importing

The imported result is same as below. Duplicated or invalid email address from the attendee records will be skipped from importing.

Step 3:  Upon successful importing, you will now see the imported attendees as shown below.

III. Export attendee data from EventX organizer event portal to Salesforce

Organizer can export the event attendee list from the organizer portal and import to Salesforce after the event.

Steps

Step 1: Go to the Attendee List page, the Export to Salesforce button can be found under the Export button

Step 2: Same as importing attendees, select Salesforce Object and attendee field mapping

• Apart from attendee default fields, organizer can select magic link, ordered ticket class, attendee status to export
• Exported result will be shown as below. Invalid attendee records will be skipped from the export.

Remarks

• It only allows selecting single Object to export each time (Suggested to create new object for exporting at first if the it is necessary to assign attendees data to different Objects)
•  Apart from attendee default fields, the organizer can select the magic link, order ticket class, attendee status to export

The exported result will be shown below. Invalid attendee records will be skipped to export.

A sample of attendee data exporting to Salesforce is shown below