Use Case : Importing Attendees As Invited Status & Sending Invitation Email

Use Case : Importing Attendees As Invited Status & Sending Invitation Email

There are 3 methods to import the attendees as invited status to ensure that they go through the registration process. The methods are as described below. 

Method 1 : Importing attendees using RSVP invite while sending them manual email

This method is suitable for events where anyone can register (Public Event). By using this method, organizers can send out the invitation email via manual email. The public registration form can be included into the manual email template. Please take note of the following limitations. 

Advantage

  1. The invitation email can be resent to attendees that have not registered. 

Limitation

  1. There will be 2 different status for the invited attendees as a manual email is used to replace the original RSVP invitation email. 
    1. Under the RSVP Invitation tab, the attendee will be classified as Pending status. 

    2. Under the Overview tab, the attendee will be classified as Registered status if they have registered.

Steps

Please refer to the steps below on how to use this method.
  1. Under the Attendee List > RSVP Invitation tab, organizers can bulk import attendees by clicking on RSVP Invitation.



  2. Follow the steps to download and upload the CSV template. Once done, click Import & Send Later.



  3. The newly imported attendees will be classified under Pending status. 



  4. If organizers would like to approve the attendees manually, please toggle on the Approval Mechanism under Event Settings > General Settings. Please refer to this article for more details regarding this feature. Note that this feature is only available for In-person events. 



  5. To send the invitation email, go to the Email page and select the Manual Email tab. Click Create Campaign to create a new template. If you would like to copy an existing manual email template, click on the duplicate icon. You may also edit the email content accordingly. Please refer to this guide on how to edit manual emails. 





  6. If you have created a new campaign, there will be a Register Now button by default that consists of a link that directs the attendee to the landing page to register. The button can be renamed accordingly if needed. Simply click on the button and type the new button name.



    If you have copied an existing template that does not have a registration form URL, you can copy and paste the registration form link into the email. To copy the registration form link, go to Registration Form, click on the share icon and click Copy.





    To paste the copied URL into a new button, simply drag & drop the button block and paste the URL into the URL section.





  7. Next, select the recipients for the invitation email by clicking on the "+" icon under Recipients. You can choose to either select by criteria or select manually. Once done, click Confirm Selection.





  8. Click Schedule & Send to either schedule a sending date and time or send immediately.



Method 2 : Importing attendees using RSVP invite while sending them RSVP invitation email

This method is suitable for Invitation Only events where only invited attendees can register to join. 

Advantage

  1. There will be no difference in attendee status on the Overview tab and RSVP Invitation tab as all invites will be sent out through the RSVP Invitation tab.

Limitation

  1. The registration link cannot be shared with other attendees as it does not allow more than 1 registration. If the registration link is shared to another attendee, there will be a message that shows the response of the invited attendee. 


Steps

Please follow the steps below to import attendees and send them the RSVP invitation email.

  1. Follow steps 1 and 2 shown above. 
  2. Next, edit the automated reminder email content. To do so, go under Automated Email and click on the edit icon for the RSVP Invitation email. 



    The default RSVP Invitation template consists of the RSVP registration form linked to the Reply RSVP Invitation button. Organizers can change the wording of the button if needed. 



  3. To send the RSVP invitation email, select the attendees under the RSVP Invitation tab and click Bulk Send. Note that the Bulk Send feature can only be used for attendees under Pending status. 


Method 3 : Sending invitation emails via EventX 1.0 

This method is suitable for events that allow anyone to register (Public Event). 

Advantage 

  1. There will be no difference in attendee status on the Overview tab & RSVP Invitation tab. This is because the attendee record will only appear on the attendee list once when they have registered.

Limitation

  1. The invitation email cannot be resent. 

Steps

Please refer to the steps below on how to use this method.
  1. Send us a CSV file containing the attendee names and email addresses that you would like to import. An invitation email will be sent to the attendees. There will be a button that directs the attendee to your event landing page to register.
  2. If organizers would like to approve the attendees manually, please toggle on the Approval Mechanism under Event Settings > General Settings. Please refer to this article for more details regarding this feature. Note that this feature is only available for In-person events. 



  3. Once the attendee has registered successfully, they will receive an automated confirmation email and you will be able to view the attendee record in the attendee list. 





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