Emailing guest registration links outside the platform

Introducing offline registration links

Offline registration links are an alternative to sending individual guest invitation emails via the system.

The advantage is that account managers and sales teams can send personal emails outside the system and include a link, rather than receive an automated email from the system.

The disadvantages are that it puts more onus on the user (host) to monitor registrations and manage cancellations and, therefore, it is harder for administrators to keep track of guest lists and ensure utilisation is maximised; it can result in oversubscription to an event if not carefully handled; it is also harder for users to send branded emails and attachments that are guaranteed to work well on all devices.

Our recommendation is always to use the automated guest invitation feature if possible, rather than use offline registration links.

Enabling offline registration links

To enable offline guest registration links for ticket requests, you will first need to enable this feature on your system.

It is enabled via Settings > Preferences > Guest Management Settings > Enable offline guest registration links for approved requests.

Accessing the link on a ticket request

In order to generate an offline registration link, you will first need to allocate the event tickets to a user. This user will be able to monitor the guests that register using the link.

Once a ticket request has been approved, the assigned user (requester) will be able to see the guest registration link on the request details screen accessed via My Requests.

The registration link appears in a dark grey box as show below:

Sending the registration links

Use the Copy Link button to save the long link to your clipboard ready for pasting into an email.

Then construct your guest invitation email in your own email software and paste in the registration link.

Each guest can only register once with a single email address. However, be aware that guests could register multiple times with different email addresses.

Monitoring and managing guests

The Edit Guests screen on the ticket request will populate as each guest registers for the event.

The host will need to monitor the request to check how many guests have registered. If a guest needs to cancel their registration, the user (event host) can cancel them from the Edit Guests screen. 

Beware over-subscription

It is possible for events to be oversubscribed with guests if the user invites more guests than there are places or guests register with multiple email addresses. It is therefore the users (or administrators) responsibility to cancel over-subscribed or incorrect guests prior to the event.