Adding contacts to an event

Adding contacts to an event

Before being able to invite contacts to an event or manage them under > Guests, you will first have to add them to the event. Invitario offers a number of different options for doing so that can also be combined in whatever way works best for you and repeated any time.

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:
  1. Upload: Select and upload the CSV file
  2. Format: For checking automatic field separator, text qualifier and character detection
  3. Fields: Assigning the rows in your import file to the data fields available in your event
  4. 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
  5. 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.
  1. 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.
  2. 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:
  1. Master data: Includes all of the default master data fields
  2. Custom account fields: These are the master data fields you defined yourself
  3. Custom event fields: All of the custom event-specific fields for all of the events in the account
  4. Events: For dividing contacts based on the event status’ of existing and archived events
  5. Tags: For dividing contacts on the basis of the tags used in an event
  6. Target group: All of the target groups at the account and event level from all existing events
  7. Order: All of the ticketing and order data from all events 
  8. 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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