Importing a List of Invitees

Invitees are individuals that are known to the registration system.

A list of known invitees can be used for one or more of the following reasons:

1. To pre-configure key details of an individual.
2. To limit registrants to a pre-defined list.
3. To create a list to which email correspondence can be sent prior to registration.  For example, a "Save the Date" or "Invitation"

To pre-configure details of an individual

1. Create a spreadsheet with columns to contain the pre-defined information.  At a minimum, the spreadsheet MUST CONTAIN EMAIL ADDRESS.  Save the spreadsheet to your computer.
   
   For example, a spreadsheet containing four columns, First Name, Last Name, Email and Language.  The spreadsheet must not contain hidden columns or blank rows or columns.
   
   
2. Note: In order to configure the language of the invitee use ISO language codes:
   - EN (English)
   - FR (French)
   - ES (Spanish)
   - DE (German)
   - PT (Portuguese)
   
   
3. Select "import Invitees" from the Action menu:
   
   
   
4. Click "Your Computer" and choose the spreadsheet created in Step 1 above.
   
   
5. Match the columns on the spreadsheet to the columns.  If you are importing a list of records to be used solely for testing select "Test Record".  These can be deleted later.  Otherwise select "Regular Record".
   
   
6. After you have mapped the relevant columns click "Import".  You will be advised of the status of your import:
   
   
   
   Records can fail to import for the following reasons:
   - Improperly formatted email addresses.
   - Duplicate records. i.e. already a regular record in the system matching the specified email.
   - Data that does not match system values. i.e. language code, Attendee Types etc do not match.
   Click "Download Failed Records" to view the spreadsheet illustrating records that did not import.  You can make edits to this spreadsheet and import the new spreadsheet.
   
   
7. Once the list of invitees are successfully imported they will appear in the system dashboard with Invitee Status "Unsent".
   
   
   
8. Once imported, if a registrant enters an email that matches an email on the imported list their record will be populated with the pre-configured data.

To limit registrants to a pre-defined list.

If an invitee list has been imported, future registration can be limited to that pre-defined list.  To do this you must set the event to "Invitation Only".

1. Visit the "Details and Options" on the "Setup" menu
   
   
2. Toggle "Invitation Only" to the on position and, optionally, change the message that non-invitees will see if they try to register.