The Invitees Grid is where you can start importing your guest lists in the system so that an invitation email can be sent to them in order to attend your event.
The Invitees Module
Accessing the Invitees Module
To access the Invitees module:
1. Click on Invitees in the left-hand navigation:
**Above image illustrates where to locate Invitees Module in the backend
Importing Invitees in the system
If you don't have any invitee, you will see the following screen:
**Above image illustrates the backend view when there’s no imported Invitees in the system
If you already have invitees in the system, you will see then the invitees grid:
**Above image illustrates the backend view when there is already some imported Invitees in the system
Click on the Import button in any case.
This will open the Import Invitees wizard popup.
**Above image illustrates a guest list being imported from a file
Click on the Import from a file button, then click on the Next button.
Upload your file screen will be displayed
**Above image illustrates the settings before uploading your file
Match your columns & import your records
**Above image illustrates how to match your columns & import your guest list
This step allows you to match the columns in your file to their corresponding fields in your invitees form. By default, GEVME will smartly read the column headers in your file and do the matching, but you can of course override this decision and do the matching manually.
Sending Invitation email to Invitees
You have to go to the Invitees grid, select the invitees you want to send the invitation email to (or load a list if you have created one).
Creating a new record manually
Creating a new record comes in handy especially when you have one or two guests who need to be added in the system. In this case, you don’t need to import from a file.
The Attendees Grid is where you can find all the attendees who have successfully registered for your event.
The Attendees Module
You can access the “Attendees” module by clicking on the left-hand navigation:
**Above image illustrates where to locate Attendees Module in the backend
This will open up the main Attendee screen which looks like this:
**Above image illustrates the backend view of the Attendees grid
Search options on the Grid
There are 2 ways in which you can search for records in the grid:
General Search Throughout All Columns
Advanced Search on Specific Column(s)
Depending on the data of each column, you will be presented with different search options:
If the column you are searching is of the text type, you will be presented with a dropdown which looks like the following:
**Above image illustrates searching a Text column on the Attendees Grid
Dropdown Lists / Radio Buttons / Checkboxes Field
For columns that provide users with options like Dropdown lists, Radio buttons and Checkboxes, the search pop-up will contain all the options that you inserted in the Attendee Form
e.g. 10:00 - 10:30, 14:00 - 14:30 and 16:00 - 16:30:
**Above image illustrates searching a Dropdown, Radio Buttons or Checkbox column on the Attendees Grid
Columns with data of the type date will show this pop-up when clicking on the search box:
**Above image illustrates searching a Date column on the Attendees Grid
Editing an Attendee's Information
The action of selecting an individual record on the Attendee Grid will open up the Attendee Sheet of that particular attendee.
**Above image illustrates selecting an individual record on the Attendees Grid
Clicking on the Edit button under the Submitted Data tab will allow you to make the required changes and save your action.
**Above image illustrates how to edit an Individual Record under the Submitted Data Tab
Sending Email through the Composer
Selecting the record(s) will prompt the “Email” button to display as shown below:
**Above image illustrates Email button showing upon selection of record(s)
On the composer, you can load and use an existing template. You also have the option to Attach Files which can be individually or mass sent.
**Above image illustrates different the email settings
Buyers and orders are critical aspects in the case of paid events. When a paid registration is submitted, an order is placed and the buyer is the person tagged to that order and the one who is therefore charged for the transaction. There are various scenarios that can happen during and after a paid event.
Access your Orders in the left hand navigation:
**Above image illustrates where to locate Orders Module in the backend
Receiving Offline Payment
You can search for an order by looking up the name or email address of the participant who sent you the offline payment.
**Above image illustrates the backend view of the Orders Grid
**Above image illustrates New Transaction pop-up
If full payment was received, a popup will appear asking if you would like to send a confirmation email to the ticket buyer and attendee(s):
**Above image illustrates the Confirmation Email pop-up
Once the payment reception transaction is recorded, the Order Details screen will be updated accordingly:
The status of the order will be updated and marked as Completed (if full payment was received).
The transaction will be recorded under the Transactions tab, as shown above.
**Above image illustrates the Payment Status changed to Completed
Cancelling an Order
Sometimes an attendee cannot attend an event even though a full payment has been made. He/She might get in touch with the event organiser to cancel the payment.
Refunding a Buyer
The action of refunding on GEVME is purely to record the transaction in the system, so bear in mind that it does not allow you to actually refund the money to the participant (that would have to be settled separately e.g. by sending them a cheque or sending them the money through bank transfer).
Downloading an Invoice
Credit Adjustment in Order
A credit adjustment in an Order comes into play when there’s a need to adjust/reduce an Attendee’s invoice balance. All credit adjustment transactions always get recorded on GEVME for tracking purposes.
There are different ways on GEVME to go about refunding the additional credits back to an Attendee.
Lists are another important aspect of data management in GEVME. Lists help you organize your invitees, attendees, contacts, etc. (effectively any data which is displayed in a grid) into categories, or segments.
Types of Lists
There are two types of lists that you can create on GEVME:
Static Lists are segments where you can assign a record to this segment. This is similar to the concept of folders (segments) and files (record) but with an added bonus: you can assign a record to more than one static list.
Creating a Static List
The “Create a list” button allows you to create a list for the first time as shown below
**Above image illustrates where to create a Static list
You simply need to click on the “+” button to keep creating and adding new Static Lists like so:
**Above image illustrates how to keep adding Static Lists
Assigning a Record(s) to a Static List
To assign one or more records to a static list:
Select the record(s) in the grid.
Click on the “Lists” button which appears in the action toolbar.
**Above image illustrates how to add record(s) to a specific Static List
Smart Lists are filters, or searches, used to create a list or segment. Smart lists therefore, are updated real-time upon the contact/attendee/orders fulfilling the search criteria. In that sense, smart lists can be considered as being "saved searches" which, at any point in time, consists of the records which match the criteria of the search.
Creating a Smart List
To create a Smart List, simply start by doing a search. For example, to create a smart list of Attendees who bought a ticket called "Early Bird":
Search the Ticket column for "Early Bird".
Once the search is performed, click on the Save search as smart list at the top of the grid.
**Above image illustrates how to create a Smart List based on a criteria of search
Accessing your Lists
To access your smart lists, click on the list selector dropdown in the top left hand corner of the grid you are currently managing, then click on the smart list which you want to load in the grid.
**Above image illustrates where to locate your lists (both Static & Smart)
In GEVME, an email campaign is a blast of email(s) that you send to one or more recipients. Each blast that you send is considered a campaign.
Sending emails through Campaigns is one way of sending emails in GEVME. The other way being through the Composer. Each way has its own specific purpose and is suitable for different cases.
Sending emails through Campaigns is especially suitable for cases where you want to send a "heavy" email to a lot of recipients or to multiple lists of recipients.
Creating a Campaign
Click on Campaigns in the left navigation:
**Above image illustrates where to locate Campaigns on the left hand side navigation
On the Campaigns screen, click on the Create new campaign button in the top right hand corner of your screen:
**Above image illustrates how to create a new campaign
Setting up a Campaign
Once you create a campaign, you will be presented with the Campaign Creator sections i.e Email Builder, Campaign Settings, Attachments, Send/Schedule Settings
**Above image illustrates the full flow of setting up a new campaign
This portion is where you actually build the content of your email. In here, you have the following options:
These are the different options under Campaign Settings
**Above image illustrates the email settings of the campaign
Sending/Scheduling a Campaign
The icons on the right allow you to perform the following actions on the scheduled campaign:
**Above image illustrates extra actions that can be performed on the campaign
Download the PDF file of the guide: