Adding contacts to an event
1. Importing guests
Importing guests is the fasted method for adding a large number of
guests to your event. To do so, use the “Import guests” option, which
allows you to upload an Excel list with guests in a CSV file. You can select
this file format in Excel under “Save as”.
The import wizard will guide you through the five steps it takes to
import a file:
- Upload: Select and upload the CSV file
- Format: For checking automatic field
separator, text qualifier and character detection
- Fields: Assigning the rows in your
import file to the data fields available in your event
- Settings: Options for optimising the importing
process
- Options for checking the import file for
duplicates (optional)
- Checking for duplicate data in the import file
and Invitario database
- Options for handling existing contacts
- Options for defining how you want any blank
values in the import file to affect existing contacts
- Bulk-deletion of guest data
- Preview: For checking the anticipated
result of the import and starting the importing process
The import will be performed in the background and, depending on the
size of the import file, can take up to several minutes. Once the import has
been successfully completed, you will receive an email confirmation and a
message in the Notification Centre.
For detailed information on importing contacts,
click
here.
2. Adding guests from the account
database
If you are using Invitario for several events, you can use your
central account database with all of the guest data from all of your events for
all of these events. You can also use this account database to centrally manage
all of your contacts.
- Adding individual guests from the account
database to an event:
You can also add guests individually to an event’s guest list. To do so,
you can search the account database by criteria such as first and second
name, company or email address. You can then select the contacts shown in
the search results and assign them to an event. - Adding target groups from the account database to
an event:
Contacts can also be divided into account target groups, which will make
it easier to add specific groups of guests to an event. These groups can
be created using freely definable filters based on any of the data fields
set up in your account. This means that you can also access all of the
custom fields for all of the events in your account when defining filters.
You can make use of the following account-level parameters to divide
contacts into groups:
- Master data: Includes all of the default
master data fields
- Custom account fields: These
are the master data fields you defined yourself
- Custom event fields: All of the custom
event-specific fields for all of the events in the account
- Events: For dividing contacts based on
the event status’ of existing and archived events
- Tags: For dividing contacts on the
basis of the tags used in an event
- Target group: All of the target groups at
the account and event level from all existing events
- Order: All of the ticketing and order
data from all events
- App: All of the guest interactions
from all events recorded with the Invitario app.
For more information on creating account target groups,
click
here.
3. Creating a new guest manually
You can also manually create a new guest under > Guests. This is
useful especially if you want to add just a single person to the guest list.
Click here for more
information on creating guests.
4. Viewing and adding guests via an
interface/API
You can also set up an interface for creating guest lists, edit guest
data and access an event guest list through an API. If you would like to learn
more about this option, please contact us to ask for a copy of our
extensive
API documentation.
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