RSVP event registration - assistants and sharing invitations

Recap on registration page types

Public - open registration

When using a public - open registration page for your event, anyone with the link to the public registration page can register to the event, within the access limitations that are configured.

Private - RSVP registration

When using a private (RSVP) registration page for your event, you will be sending private invitation emails to your potential attendees.

Before the registration step, these attendees are specifically added to the user list of the event workspace, and are then sent private invitation emails with links that are connected to their user information.

These invitation emails will allow the attendees to confirm whether or not they will be attending the event. They will simply receive the RSVP invitation email in their inbox and follow the included instructions and link in order to access the private registration page and respond.

Combined private (RSVP) and public registration page

When using a combined private (RSVP) and public registration page, you will send invitation emails to the "known" attendees to register to the event via the private RSVP registration, while also having an open public registration page available for other "unknown" attendees to register.

Scenarios with assistants or shared invitations

In some cases, it can occur that:

1. An attendee has an “assistant”, i.e. a third party person who needs to proceed with the registration on their behalf. This could be an event invitation or a registration link the attendee received. The assistant may or may not have access to the invited attendee’s inbox.
   
   
2. The invited attendee will try to invite another person, such as a colleague or associate, to register to the event by sharing a link or forwarding their personal RSVP invitation email.

In this article we’ll provide some guidance on how to support these scenarios.

1 - The invited attendee has an assistant who needs to proceed with the registration on their behalf

Scenario 1 - The assistant has access to the attendee’s mailbox

Scenario 1a: Attendee received an RSVP invitation and the assistant has access to the invited attendee’s inbox: The assistant can simply access the  invitation and respond on behalf of the invited attendee. No further action is required.

Scenario 1b: Attendee received a registration link and the assistant has access to the invited attendee’s inbox: The assistant can register using the attendee’s email address. The assistant manages any related event email communications directly in the attendee’s mailbox.

Scenario 2: The assistant does not have access to the invited attendee’s inbox

An email address for the assistant can be added to the main attendee's user profile, using a dedicated "CC email address" metadata. This will ensure that the assistant will receive copies of ALL the emails sent by the event/workspace to the main attendee. Find out more

Doing so will allow the assistant to respond on behalf of the attendee via their own inbox: answer any event invitations or registration emails, providing responses to logistical questions asked by the event team, clicking on a magic link to confirm a registration/invitation, etc.

2 - The invited attendee invites other people to register for the same event

If your event is purely private with only RSVP registrations, then you would not want your attendees to invite other people to the event. In this case, you would not need to follow the guidelines below.

Should you wish to allow your invited RSVP attendees to share the registration link with additional people (such as colleagues or associates), you will need to use a combined private (RSVP) and public registration page.

Doing so will allow you to include a public registration link (alongside the already present tailored private RSVP invitation link) in the invitation email that is received by the invited attendee, and allow the attendee to share the public registration link, as they cannot share their personal RSVP invitation.

This can be done by using the email template editor to add a public registration link to the RSVP invitation email template in the workspace. See for example the “Shareable registration link” button below (C):

When adjusting the email template, we recommend that you make it clear what each of the links are used for. As an example, in the above email template, we have:

• Kept the default invited attendee’s private RSVP registration links (A).
• Added a new section of text that explains how an invited attendee can share only the public registration link with another person (B) in order to invite them. They cannot share their personal RSVP invitation.
• Added a “Shareable registration link” button that contains a link to the public registration page, that can safely allow anybody other than the invited RSVP attendee to register via the public registration page (C).

The URL can be copied from the private/public combined registration page, here

And added to the email template as follows, using Insert/Edit link in the email editor:

Important: Before updating the email template, always make sure that the event is indeed open for additional registrations, i.e. that it is a combined private (RSVP) and public registration page with the access limitations that are suitably configured. In the email template, make it clear to the email recipients whether or not they can invite other people to the event by sharing their registration links.