Invitees

Creating an Invitation List to your event allows you to invite your target public with no costs, only after confirming their presence, they will be counted as registration credit.

This article intends to show you how to add invitees to your event, edit their information, send out the invites individually or as a group.

Enabling the Invites tool

Before starting to add invitees to your event, ensure that the Invites tool is enabled. If it is not enabled, you can enable it by following the steps below.

1. Navigate to Settings > Tools at the Event level.
2. Click on the Edit button.
3. Enable the Invites tool using the corresponding toggle.
4. Click on End to save your changes.

After completing the steps above, you can start adding invitees to your event.

How can I add invitees?

You can add invitees to your event by manually entering each invitee on the platform or by importing them in bulk using a spreadsheet.

Manually

To add an invitee, click on People > Invitees > + Add invitation.

Using a spreadsheet

To bulk import invitees using a spreadsheet, follow these steps:

1. Click on Edit > Import.
2. Select Spreadsheet as your data origin.

1. Next, you will have the option to use InEvent's demo file by clicking on Download our demo file or you could use your own spreadsheet.

1. Fill the spreadsheet with your invitees' information, then press the Click to upload button to upload the spreadsheet to the platform. Click here to learn more about the steps to importing spreadsheets.

How do I edit invitees' information?

To edit an invitee's information click People > Invitee. Press the Edit tab in the top right corner and click on an invitee from the list and a new window will open to the right. In this window, you can edit the information of the invitee. 

Press the End button to save the information and finish editing.

How do I run a bulk operation on my invitees?

You can run a bulk operation on one or more of your invitees. To do so, click on Edit then tick ​​the checkbox(es) corresponding to the invitee(s) you wish to perform the operation(s) on. A window will appear on the right side from which you can make changes. Select an option from the drop down menus of the following operations:

• Add to list: You can add the invitees to an existing list that you have created. Click on the dropdown to select the list you wish to add your invitees to. A popup will appear to confirm that you have moved your invitees to the selected list.
• Add to: You can add the invitees to your attendee list. Click on the dropdown to select Attendees. A popup will appear to confirm that you have moved your invitees to the attendee list.
• Update field: You can edit any of the invitee fields: First Name, Last name, Role, Company, Telephone, Email, Assistant email.

Once you have selected from the drop down menu of one or more the above operations, click the blue button Run bulk operation and then press End to save your changes.

How do I filter and search for invitees?

By clicking the Filters button we can filter out the different invitee groups.

The options for the filter are:

• All: It will display everyone listed as an Invitee;
• Enrolled: It shows which invitee is already enrolled, therefore they will also be listed as Attendees;
• Not enrolled: It indicates if the Invitee is not yet enrolled in the event;
• Opened form but not enrolled: If the Waitlist and Approval requirements are enabled, even if the Invitee has answered the form it still needs to be approved by the admin.
• Emails sent: It indicates which Invitee has received an automatic email.
• Emails not sent: It will filter whoever did not receive an automatic email from the platform.
• RSVP accepted: When RSVP is enabled, it will display whoever clicked on Yes.
• RSVP not accepted: When RSVP is enabled, it will display whoever clicked on No.
• RSVP waiting: If RSVP is disabled, even if the invitee enrolls it can still display RSVP waiting until the admin confirms manually.
• Waitlist: It displays whoever is part of the Waitlist regardless the status (approved or rejected)

By clicking on the Search button you can search terms or a specific invitee by typing it in the search box and clicking Search.

How do I delete invitees?

You can remove invitees from the platform, to delete an invitee or several at the same time. Press the  Edit button, select the invitee(s) you wish to delete by ticking the check box next to their name. Then press the Remove button in the top right corner. Click on Remove again in the confirmation pop-up that appears.

How do I enable invite requirement?

Enabling Invite requirement means that only invited guests will be able to enroll in your event. The quickest way to enable the tool is by clicking on the Settings button. This will display a pop-up with the invite requirement option. The tool is disabled by default. To enable it, click on the switch as shown below:

You can also enable Invite requirement from the following pages on the platform:

• The Registration Form page. Click here to learn how.
• The Control section of the Event tools page. Click here to learn how.

How do I send out invites?

Click here to learn how to send out invites either in a bulk or individually.

How do I extract a report of the invitation list?

To extract a spreadsheet report of your Invitation list, follow the steps below:

1. Click on Edit > Export.
2. Select Spreadsheet as data destination.

   

3. From the settings pop-up box, click on Done

1. A message will appear along the top of the screen letting you know that your excel sheet is being processed and will be sent to your email once completed.

Automating report delivery to your email

You can automate you report downloads by creating a Recurring report. To do this, follow the steps below;

1. Press Edit and click on Report in the upper left corner.
2. On the Export data pop-up box, select Spreadsheet as data destination.

1. A settings pop-up box will appear. From the pop-up box, click on the dropdown list and select your desired period for generating your report periodically

1. Enter the name for the report
2. Click on Done to generate your recurring report.

To create a custom recurring report follow the steps below:

1. Press Edit and click on Report in the upper left corner.
2. On the Export data pop-up box, select Spreadsheet as data destination.
3. From the settings pop up box, click on the dropdown list and select Custom
4. Enter your desired period for generating your periodic reports
5. Define a name for the report and click on Done

How can I delete my recurring reports?

You can delete your recurring report to stop recieving automatic reports in your email. To delete your recurring reports, follow the steps below :

1. Click on Edit > Export.
2. Select Spreadsheet as data destination.
3. From the settings pop up box, Select RECURRENCE LIST.
4. Click on the corresponding red icon and enter the REMOVE REPORT confirmation text to delete your report.
5. Click on Remove to delete your report.

Can I edit my recurring report?

You can edit the recurring reports you have created, this allows you to edit the name and recurring time of your reports. To do this, follow the steps below:

1. Press Edit and click on Report in the upper left corner.
2. On the Export data pop up box select Spreadsheet as data destination.
3. And select RECURRENCE LIST on the settings pop-up box.
4. Click on the corresponding orange icon and edit the Report name and Recurrence.
5. Click on the corresponding blue icon to save the changes made