Filters & actions

Managing your invitation list

When your communication campaign is running, you can follow up and manage your invitation list. When you are on the dashboard of your event, you can find the invitation list here:

Filters

You can apply the following filters:

• Filter on account owner: here you can apply a filter to search for invitees by account owners.
• Filter on ticket holder: here you can apply a filter to search for invitees by ticket holders
  (Click on the following link to go to this separate article for more details: “Add ticket holders").
• Filter by contact type: here you can apply a filter to search for invitees by type:
  • Employees
  • Business relations
• Filter on status: here you can apply a filter to search for the status of an invitation:
  • Confirmed
  • Pending
  • Waiting
  • Declined
  • Expired
• Filter on mail status: here you can apply a filter to search for invitees by mail status:
  • Sent
  • Opened
  • Clicked
  • Bounced
  • Spam
  • Blocked
    (Click on the following link to go to this separate article for more details: “Mail statistics").
• Filter by segment: here you can apply a filter to search for invitees that belong to a specific segment.

Tip: your applied filters, besides the free text field, will be saved the next time you will visit your list.

Actions (Basic)

You can do the following actions:

• Search for invitees: in this free text field, you can search for an invitee by typing for example his or her name.
• Sorting columns: by clicking a column you can apply sorting for that specific column. By clicking it a third time, it will restore to default.

Actions (Advanced)

Next to every invitee, you will see different action buttons in the last column depending on the status of their invitation:

• The 'i': here you can find several useful info including "Past Events" and which type of mails the invitee has already received concerning this event. You can also see if this invitee belongs to a Main invitee segment or an extra guest segment.
• The "pencil" icons: here you can manually edit the ticket holder, the maximum number of guests and, if needed, change the registration details of an invitee. You can also edit the segment membership here. If you change the registration details of an invitee, you can choose to send a new confirmation mail if needed.
  
• The "envelope" icon: here you can re(send) a specific mail to the selected invitee.
• The "confirm and decline" icons: here you can manually confirm or decline the invitation for an invitee.
• The "trashcan" icon: here you can delete this invitee from the invitation list. You will only see this when the invitee is in "Waiting", "Declined" or "Expired" status.

You also have the possibility to select multiple invitees at once by clicking on the checkbox(es) on the left-hand side. Depending on the status of the invitation of the invitees, you will be able to do the following:

• Send mail: here you can re(send) a specific mail to the selected invitee(s).
• Remove: remove the invitees from the invitation list. Only possible if they are in "Waiting", "Declined" or "Expired" status.
• Decline: decline the invitation for the selected invitee(s).
• Edit: with this action, you can overwrite the Ticketholder and change the maximum number of guests for the selected invitee(s). You can also edit the segment membership of multiple invitees at once in this section.

And finally, you will also have different additional options available on the top right-hand side:

• Segment: here you can create a segment for your invitees.
• Refresh: you can refresh the list.
• View activities: by clicking the clock icon, you can view the activities of users in the system. This is only visible for admin users. Please contact your contact at InviteDesk for more details.
• Export: you can export your invitation list. In the following screen, you can give your excel file a name and determine which data you want to export.
  (Click on the following link to go to this separate article for more details: “Export invitation list").
• Print: you can print your invitation list.
• Shuffle: you can shuffle your invitation list. Only possible when the invitees are in "Waiting" status, meaning no one has received the invitation mail.
• Add invitees to the list: you will have several possibilities to add invitees to the list.
  (Click on the following links to go to these separate articles for more details: “Add invitees (Address book)", "Add invitees (New contact)", "Add invitees (Excel)", "Add invitees (HubSpot)" and "Add invitees (Marketo)").