Can I Add Someone to a Ticketed Event Without Them Registering or Accepting an Invite?

 

 

Yes! You can do this by inviting them, then 'auto-confirming' them.

 

To start, navigate to the SETUP page and press your REGISTER button.

 

Because this event is ticketed, you 'turned off' this register button when you first established the event by unchecking DISPLAY ON EVENT WEBPAGE and setting the MAX REGISTRATIONS WITH THIS BUTTON to 0.

For more information on this process, please refer to Creating a Ticketed Event.

 

If you want to add someone to a ticketed event 'on the back end', you have to assign them to a free registration button, because you're technically adding them as a free guest.

With this in mind, we will need to update the MAX REGISTRATIONS WITH THIS BUTTON to a number other than 0. If there's just one person you need to add this way, change the number to 1. If there are multiple people you need to add this way, change the number to whatever is the maximum number of people you'll be adding on the back end.

Make sure you keep DISPLAY ON EVENT WEB PAGE unchecked. If you check that box, this registration button will appear on your event web page, and people will be able to register for your event without paying.

(PLEASE NOTE: If you want to keep track of the people you're adding on the back end and categorize them, it is advisable to create an entirely new registration button and call it something distinguishable. For example 'Paid Previously' or 'Hannah's VIPs.' After creating the registration button, you'd follow the exact same instructions as above.)

My event has 5 people I want to add on the back end, so I'm going to change the MAX REGISTRATIONS with this button to 5, and then press SAVE INFO.

 

 

After updating the registration button, navigate to the EMAILS page.

 

Because you set this as a ticketed event, your DEFAULT TICKET CONFIRMATION should by personalized already. For more information on this process, please refer to Customizing Confirmation Emails.

At this point, we will click and edit the DEFAULT CONFIRMATION. This is because the guests that we're adding are technically 'free' guests, as they are circumventing the payment process by being added in on the back end.

 

The YOU'RE CONFIRMED pop up window will appear. PLEASE NOTE: This template is different than the DEFAULT TICKET CONFIRMATION template. 

Once you've perfected your DEFAULT CONFIRMATION email, we'd recommend pressing SEND TEST EMAIL, checking that email for any errors, then pressing SAVE when then email is perfected.

 

 

After pressing SAVE, you'll land back on the EMAILS page. Press SEND INVITE.

 

Then click CREATE INVITE TEMPLATE.

 

The invite email template will appear. Remember, this is technically irrelevant, as we'll be auto-confirming this guest. Therefore, you shouldn't spend any time amending this.

Type in a TEMPLATE NAME for your internal reference. For example, the guests I'm adding on the back-end are VIPs associated with my colleague Sarah, so I'll call this 'Sarah's VIPs Invite Template'

 

It is also imperative that you assign your invite email to a registration button. Remember, in the beginning of this process, we amended the default registration button to have 5 open spaces, and not be visible on the website. This is the only registration button that we have, so it's the only option to choose.

IThe registration button assigned determines which email confirmation they receive if there are more than one registration button / ticket.

Press SAVE.

 

After pressing SAVE, your template will appear. 

Click USE.

 

The EMAILS NOTIFICATION pop up window will appear. Again, you'll want to name this for your reference, whatever key information helps you remember the context of the email.

Once you've named it, press SAVE NAME. 

 

Now, you will choose who you want to send this to. If you have multiple people you want to auto-confirm and they are contained within a list you've uploaded into your organization's CONTACTS, you can click ADD CONTACT LIST(S).

If you have one or more people that you want to add individually, you should click ADD A CONTACT.

 

If you click ADD A CONTACT, the ADD CONTACT TO THIS INVITE pop up window will appear. In this search bar, you can start typing their name. If they already exist within your organization's contact list, their name will eventually appear. You can click that name and it will pre-load the data that SeatRobot has associated with them.

If they do not yet exist within your organization's SeatRobot contact database, you can manually add them at this stage. You can type in their email then press CHECK EMAIL.

 

Type in their info, check the acknowledgement box, and press ADD CONTACT.

 

Now, we will auto-confirm these guests (therefore bypassing the invite email) by clicking AUTO CONFIRM GUESTS /  MANAGE DO-NOT-MAIL.

 

The REVIEW CONTACTS IN LIST pop up window will appear. Check the box under AUTO CONFIRM, then press SAVE CHANGES.

 

Click SET LAUNCH TIME.

 

Check LAUNCH IMMEDIATELY, then press SAVE.

 

Press LAUNCH.

 

The CONFIRM EMAIL SEND pop up will appear. Press CONFIRM.

 

The person you auto-confirm will automatically receive the DEFAULT CONFIRMATION, or whichever specific confirmation email you associated with the registration button assigned to these guests.

 

Thank you! If you have questions about this or any other SeatRobot features, please contact support.