A new invitation template allows you to follow-up directly with guests that did not purchase their own tickets to collect information such as:
- complete address information
- meal selection
- vaulted card
- the guest they would like to share a bidder number/card with (if any)
The Personal Link in the email invitation provides a live, reusable link to the ticketholder's guest form. Any information submitted will automatically update their guest record on your event site, and trigger a notification to your team of the updates made.
Note: The typical use case for this template involves table tickets - where the host or sponsor does not have their guest info available when the table tickets are issued/purchased. A different Invitation provides Ticket Buyers/Hosts with a link to provide the names and emails of their guests as they are known. Each update submitted by the buyer will update the guest information on your event site. You can then reach out to the newly added guests directly to collect their information.
Collect/Confirm Guest Info Form displays elements that are typically configured and already in use elsewhere:
- Guest Form - configured in Site Settings > Registration > Tickets > Customize Registration Forms > Edit Guest Fields Button
- Custom Fields that are set up for "Guests" and flagged to display on "Collect/Confirm Guest Info Form".
- Pre-Vault Credit card form configured in Site Settings > Customize Your Site > Payments/Credit Card > Online Payment Options
- Notification of updates sent to email(s) provided in Site Settings > Registration > Tickets > Online Ticket Sales.
To Send Invitations to Guest to Confirm/Collect Info:
Review and edit Invitation Template as desired at Site Settings > Registration > Tickets > Online Ticket Sales > Invitation to Guests to Provide Guest Info
To send, Go to: Tickets > Select Desired Recipients > Bulk Actions > Email Selected Users > Send Invitation to Guest to Collect/Confirm Info
Tips:
1. This invitation provides a live, reusable link to each user's guest form. If you are requesting meal selections - you will likely want to disable the meal choice field once you have submitted meal counts to the caterer to block end users from changing their selections (your team will still be able to manage meal choices, as needed).
To lock, Go to: Site Settings > Customize Your Site > Look and Feel > Custom Fields > Edit Meal Choice > Lock field from changes.
2. You can track which guests you've already sent invites to by using the Customize button in the upper right to add "Sent Guest - Provide Info" column to your tickets page. This column will display a datestamp showing when invites were sent to each guest.
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