Attendee Invite Links

Attendees can be invited to register for your event through invite emails containing an attendee-specific registration URL. This specific URL will allow attendees to complete a registration form, which is pre-populated with any imported information about them. This form allows them to confirm their attendance and any other additions for the event, before being allowed access to the event app, to print their badge etc. 

 

In order to generate these URLs and email them to your attendees, you will need to:

1. Import the attendee's information as 'inactive' for those who you wish to invite to register
2. Create a Registration Form that is 'Invite Only'
3. Configure Live URL for Registration Form
4. Create an Email Campaign with the merge tag {INVITELINK}
5. Send your invite Email Campaign 

Outlined below are the steps required to configure this process.

 

Import Attendee Information as 'Inactive'

When using Attendee Invite Links, you first need to import your attendees with an 'inactive' status. Once the attendee clicks the link and completes the relevant information, their status will automatically be updated to 'active', which allows them access to log into the event app, print their badge etc. 

Click here to read more about importing profile information

 

Create a Registration Form that is 'Invite Only'

When using the Attendee Invite, you have the option to only send your registration form out to those imported inactive profiles.

You could also create a mixed registration method, where attendees who are in the Entegy CMS can be invited to register, and other attendees, not yet in the CMS, can also use the same form to register. 

To enable Invite Only

1. Navigate to Registration > Form Setup from the Navigation Menu
2. Open the relevant Registration Form
3. Select Form Settings
4. Navigate to Invite Only and tick the check box
5. Click Save
6. Publish your Registration Form

 

Configure Live URL for Registration Form

Once your Registration Form has been configured, you will need to create the Live URL to be sent with the Attendee Invite. 

This URL can be personalised to include an event name, or if you have multiple forms, some kind of identifier to distinguish between them.

To configure Live Registration URL:

1. Navigate to Regsitration > Form Setup from the Navigation Menu 
2. Navigate to the relevant form from the list, and select Configure URLs from the drop-down menu
3. Navigate to Live URL and input the suffix for the URL (e.g. au.regsitration.entegy.events/[YOUR_TEXT] )
4. Click Save

 

 

Create an Email Campaign with the merge tag {INVITELINK}

In order to send your Attendee Invite, create an Email Campaign template containing the merge tag {INVITELINK}. This merge tag will automatically populate with the Live URL for the selected registration form when the Email Campaign is sent out to attendees.

Click here to read more about configuring your Email Campaign Template

 

 

Send your invite Email Campaign 

Once your attendees are imported, the registration form and live URL configured, you can send your invite email to attendees. 

To queue an email campaign to send:

1. Navigate to Email Campaigns > Campaigns from the Navigation Menu
2. Click Create an Email Campaign from the right-hand options
3. Input a Name for the email campaign
4. Input the Subject. This will display in the attendee’s inbox when the email is received
5. Select the relevant Email Template from the drop-down. When selecting a template with the merge tag {INVITELINK}, you will also be able to choose a Form
6. Select which Form you would like to send with the Attendee Invite Link. The Live URL for this form will auto-populate in the {INVITELINK} merge tag
   
   
7. Navigate to Schedule Campaign and select the checkbox
8. Confirm Time Zone - this will auto-populate from the Project Time Zone (Project Configuration > Project)
9. Select the Date and Send Time
10. Configure the Send To Profile Filter
    1. Ensure you are sending to Inactive Profiles
       
       
    2. Add further filters as relevant
11. Click Save