Invitations and members

Open Ticketing, then the Invitations tab: your member contact list and this event's invitations, side by side behind the Type switch. Members belong to your organization and are shared by all your events; invitations belong to the event you have open, one per member, each with its own unique invitation code.

Contacts

The Contact view lists your members. Filter by Contact Type (All, Member or Non Member), search by name, email, company or member id, and pick how many rows to show (5, 10, 25 or 50).

• Add New opens the member form. First Name, Last Name and Email are required, the email address must be valid, and a contact set to Member needs a Member Id. One member per email address per organization: a duplicate is refused with "Email Address already exists".
• Edit on a row changes the same fields.
• Delete in the Actions menu removes the selected members. A member's invitations go with them, and the dialog says so before you confirm.

Invitations

The Invitation view lists who is invited to this event. Each row shows the member, the Invitation Code, the List it came in on, and the Email Status: Not Sent until a campaign reaches them, then Sent, and Opened or Clicked once the recipient opens or clicks the email. Filter by List, Campaign or Email Status; the filters start at All, so nothing is hidden.

• Add New picks members to invite. Each gets a generated, unique code; a member who is already invited is skipped, never duplicated.
• Edit on a row changes the code, list name, invite category, invite type and priority. The email status is tracked from your sends and the recipient's opens, so it cannot be edited.
• Delete removes the selected invitations. The member contacts stay.

Fetch attendees

Fetch Attendees in the Actions menu turns past registrations into your list: pick ticket types (each shows how many booked attendees it has), then a list under List Assignment, either an Existing List or a New List. Booked attendees of those types become members (one per email address, their company kept) and each gets this event's invitation under that list.

Import members

Import Members in the Actions menu opens the CSV wizard. Download template gives the 23 columns; First Name, Last Name and Email must be mapped. Choose what happens to a row whose email already exists: Reject row (the default) or Update existing member, and for updates, whether a blank Member Id keeps the member's current type or marks them Non Member. A row with a List Name or Invitation code also creates this event's invitation.

Rows are checked one by one, in order: a missing or invalid email, a missing first name, an unknown country or state, a missing last name, or a date that is not mm/dd/yyyy fails the row with that reason. Failed rows never stop the rest. When the run finishes you get a result email with the counts and, when anything failed, a CSV of the failed rows and their reasons.

The Status tab lists every run with its counts. Rollback on a run removes the members that run created and this event's invitations from it, nothing else; members the run merely updated are left as they are. Files are limited to 5MB, .csv only.

Send a campaign

Select members or invitations and pick Send Campaign. Choose a campaign template (built under Email Templates), name the campaign, and send it now or Schedule for later at a time you pick. One email goes to each address, however many rows are selected. Sending from the Contact view first creates invitations for members who have none, so every recipient has a code.

The template can carry each recipient's own code with the merge field {{invitationcode}}, and an RSVP link in the template carries the recipient's signed token so replies can never be mixed up. After the send, each invitation shows Sent, and flips to Opened or Clicked as recipients read the email. Results also land under Email Templates in Campaigns Logs, and sending stops at your show's email limit.

RSVP links

An invitation email can carry Yes, No, Maybe and Cancel links. The reader lands on a page that records their answer and sends them the RSVP Thanking email:

• Yes or Maybe on a wait-listed ticket books it and resends the order confirmation.
• No records that they are not attending. Nothing is cancelled.
• Cancel cancels their ticket through the normal cancellation, seat return and wait list included. The page asks before it does.

The thank-you text for each answer can be changed per event; until then the stock lines are shown. A cancelled ticket is never re-booked by an RSVP link.

Member validation at registration

A ticket type with Attendee Validation turned on (in the ticket type's options) only sells to your members. Pick what registrants are checked by, Member Number or Email Id, and what the field is called on the form (the label defaults to "Member Number"). A registrant whose value does not match one of your Member contacts is refused with that label in the message, for example "Member Number 12345 is not found".