How do I add participants to access my event without them purchasing a ticket?

Modified on Wed, 29 Nov, 2023 at 4:22 PM

TABLE OF CONTENTS

1. Overview

Adding your key participants or members of your organization to attend a ticketed event and providing them direct access gives more leverage to the event organizer.

Here is how you can add participants to your guest list and send them a unique link to their mail.

2. Upload Invite List

Step 1: Go to the "Events dashboard."

Step 2. Click on the "Registration Tab" and select the "Event Entry" > Add attendees button on the LHS.

Step 3: Click on the "Add attendees" option, then download the default template or create a custom CSV template and use the format specified in the CSV file.

Read about: How to set up a custom CSV template and add attendees?

Note: Attendees' first & last names and email addresses must be added to the CSV list.

While using a CSV file, please do not change the header content. We recommend adding other information as well for the best experience.

Step 4: Upload the CSV file once you have entered the information of the desired attendees.
If an event organizer wants to add a new batch of participants to your event, you can use the same original CSV file. Add a new list of participants and re-upload it.
The old list will be counted as redundant and ignored while new people are added to the participant's list.

Note: The event organizer can not remove the attendee(s) or edit the information once the file is uploaded. Only new records with unique emails in the file will be added to the list. Other records will be ignored.

3. Send an invite via email.

After uploading the list, the event organizer will have two ways to invite their participants:

3.1 Register attendee

In this type, Select "Register attendee", if the attendee's registration is confirmed, and send them the confirmation email. Your registration limit will be consumed as soon as the unique event access links are generated for the uploaded list of registrants.

3.2. Invite attendee

Select "Invite attendee", if you want to send them the invitation first, and let them confirm the registration once the attendees click on their unique link. Your registration limit will be consumed only when the participant(s) confirm their registration by clicking on the unique link.

Kindly follow the steps below to send a unique link:

Step 1: Once the list of attendees has been uploaded & invite type is selected,

For the "Register attendee", invite type, checkmark “Send registration confirmation email with unique access link”.

For the "Invite attendee" invite type, checkmark “Send invitation email with unique access link” and click "Next".

Step 2: Click "Next." A confirmation message will be sent, which will immediately trigger an email to all the attendees with their unique links to access your event.

4. Download the Participant list

An event organizer can view the list of all registered and invited attendees for their event under the “participants” section.

The event organizer can export the registration details of the participants. The exported file also contains the unique event access link of the participants that the organizer has added.

The organizer can send those unique links to participants on their behalf or if participants have not received the email due to any technical glitch.

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