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Manage the main information of the attendees in your event. View each person's calendar, send individual messages, add notes, and move groups of people to custom lists in just a few clicks

Video summary

What happens if I add an email that does not exist?

InEvent follows international policies and guarantees the best solutions globally. Our policy determines that every email that will be sent and has a 5%  or greater rejection will be automatically blocked from our system.

If this happens, the amount of fake, wrong or non-existent emails reach this limit, the confirmation email will be blocked.

For more information, please read our Internal Policy Requirement.

How to add attendees

How to add attendees manually

On the InEvent platform, Attendees are people who will be attending the event that they are invited to. We can add attendees to the InEvent platform in several ways.

Go to PEOPLE > ATTENDEES

To insert a new attendee, simply click on ADD PERSON > "Insert attendee information"> confirm the action and finish by clicking CREATE.                                                                        

How to add attendees using a spreadsheet?

There is an option of uploading data of attendees with the Import Spreadsheet feature.

The import spreadsheet tool allows event organizers to add a large amount data of people onto the platform at once to list them as attendees. The spreadsheet contains the following information: name, email, password, company, position, summary, image URL for attendee’s profile, unique itinerary message, an option to choose whether the profile will be publicly visible or not, and their preferred language.

To import the spreadsheet, go follow the steps below:

 PEOPLE > ATTENDEES > EDIT > IMPORT > DOWNLOAD DEMO FILE. 

The spreadsheet comes with an example of how to fill each of the columns. Note that the fields of email and name of all people on the spreadsheet are the only two requirements, otherwise an error will occur when the file is uploaded.  Once completed the file should be saved on your computer and then imported using the green file button next to ‘Import’ on our platform as shown below, then click the Import button:

Bulk Editing (Activity, Tags and List)

To add tags for a group of people, custom list or an activity, click on Edit and select the desired group. Then, choose the action that will be done. Click on Run Bulk Operation and select Run.

How to add attendees without using emails

To learn how to add attendees without using email Click Here

Filters

Click on Filter and select the parameters that will be used to segment you attendees list. It is possible to insert how many filters you need. Click on Add Filter and then Close.

Search

Search profile of the attendee whose information you want to change, or select them from the list and click on their name:

Then, click on the Edit button.

Sweepstakes

To randomize attendees throughout the event, click Choose Random  on the upper left side. The chosen one will appear in black on the screen.

How do I edit an attendee's information manually

 If an attendee’s information needs to be modified, including their password follow the steps below. Note: emails of attendees cannot be modified.

Right after this sequence of commands below, a screen will appear on the right side, with the information of the attendee in question that event administrators can modify. Scroll down for more fields to edit on the right hand side-menu of an attendee:

How can I send a push message to a single attendee?

 To send a message/push to just one attendee, you need to click on PEOPLE > ATTENDEE and click on their name. Once their information appears in a side menu, click on SEND MESSAGE and a text box will appear below. Fill it out and click on the second SEND MESSAGE button below the text box. Each message can be up to 140 characters long.    

NOTE : When sending a push message of up to 140 characters, please do not use special characters such as:

• "quotation marks"
• apostrophe'  
• backslash \
• or line_break.

See attendee agenda

To learn  more about attendee agenda click here:  Agenda Management

To learn more about My Agenda click here: My Agenda

See Notes

If you need any notes about the attendee you can do it:

View attendee's voucher

Information about QR code, flights, shuttle you can view by clicking on the attendee's voucher.

Export from Salesforce

You can export this information to your salesforce.

Re-send a confirmation email

You are able to send a confirmation email again if neeeded.

How do I delete an attendee?

Click on EDIT> SELECT THE CHECKBOX NEXT TO ATTENDEE>"REMOVE.

Frequently Asked Questions

How do I disable confirmation emails?

To disable the confirmation emails, we need to access the TOOL in the platform pane (click the icon on the top left hand of the page), scroll down until you find the LOGIN field and click EDIT. The image below shows the steps to disabling confirmation emails.

After clicking EDIT, we can enable/disable the features of the platform. Therefore, we must uncheck the checkbox for the CONFIRMATION SEND functionality and confirm by clicking "END". This will no longer send confirmation emails when an attendee is added to the platform.

Notifications

You are able to see if you have new attendees registered:

How do I receive automatic registration notification emails?

Users with the permission of ‘ADMIN’ can receive automatic email notifications for the following actions; 'New applicant was added', 'New registration was added', 'Event is almost full' and 'Event is full'.

To enable one or multiple of these registration notifications navigate to 'PEOPLE' > 'ATTENDEES' and select a user who has the permission of 'ADMIN'.

NB: If you need to change a user to 'ADMIN' please refer to the Event Access Permission FAQ.

Select the user you wish to receive automatic notifications and select 'EDIT'.

On the right-side panel scroll to the bottom and check the relevant boxes for the 'NOTIFICATIONS' you require and then click 'END'.

How do I change a participant's password?

Click edit and enter the new password in the corresponding field. 

REMEMBER that when you reset the attendee password, the attendee does not receive a confirmation email with the new password. This must be sent externally (off the platform).

What happens when I upload the Spreadsheet without Attendees' passwords?

When we upload a spreadsheet without a password, the platform creates random passwords for each attendee that was added to the event. At the end of the upload, an automatic email with login and password is sent to the users with the event access information. Being that, for it to work, the functionality "Sending confirmation" must be enabled in the panel.

How to block for the personal information of participants?

To disable information, you need to access the "TOOLS" in the platform, scroll down until you find the "LOCK" field and click "EDIT". After clicking "EDIT", we can enable and disable the features of the platform. Therefore, we can select which information will be visible in the profile of each attendee, marking the checkbox of each functionality and confirming in "END".

How do I insert multiple lists of Attendees with overlapping data?

To insert new Attendees via the Spreadsheet, we must download the standard Spreadsheet, fill in the information and upload it to the platform.

To update Attendees' data already enrolled, you need to have  Spreadsheet Synchronization contracted. In this case, you must complete the user/email field in the standard Spreadsheet in the same way as previously registered. After that, complete the columns with the new information and upload it to the platform. It is possible to change all the information, including password, except user/email (when this is the login).

How to block the interaction of participants?

To block the interactions between Attendees of the event, simply define them as "PRIVATE" Attendees, that is, make them "INVISIBLE" to other Attendees.

• When uploading the Spreadsheet of Attendees in the platform, we must mark Yes, in the space indicated in the column of the question "Should this person be invisible to others?". Check out the image below:

Via platform: Click   "SEARCH"> "EDIT"> check "PRIVATE" checkbox.

Is it possible to log in to the platform without having an email to register the attendee?

Yes. For new attendees with no registered email, you need to activate the User functionality in the company's tools. To do this, go to "TOOLS"> "LOGIN", click on "EDIT" and check the "USERS" checkbox, which allows access to the event without email addresses.

Is it possible for the same login to simultaneously access different devices?

Yes, the amount of concurrent access will depend on the user profile in the list of Attendees, as follows: