Inviting Third Party Coordinators

After you create your third party packages, you can invite third party coordinators to manage those packages. Please refer to our article Creating an Event with Third Party for more information on how to set up those packages.

To begin inviting people, first navigate to TICKETS.

Double check that the packages you want to be available to third party coordinators via email are all activated. You can do this by checking the box under the envelope icon that corresponds with each package.

Next, navigate to EMAILS.

Click the button SEND 3RD PARTY LOGIN INVITE.

The available packages will appear in this table. Click USE next to whichever package you want to invite your coordinator to.

The 3RD PARTY INVITE SETUP window will appear. Type the NAME and OWNER in the textboxes provided. These are often the same. Press SAVE NAME once finished.

After pressing SAVE NAME, you'll be redirected back to the EMAILS page. Click ADD COORDINATORS.

The ADD COORDINATOR FOR THIS INVITE window will appear. Start typing in the name of the representative from the organization that has purchased this package. If they already exist within your contacts database, their name will eventually populate. If they are not yet in your contacts, click ADD NEW CONTACT.

Type in their email, then click CHECK EMAIL.

Fill in the coordinator's contact details, check the box next to communication acknowledgement, then click ADD COORDINATOR.

In some cases, your third party sponsors may prefer that you manage their guest list on their behalf. In this case, you can invite yourself by checking the box next to EVENT MANAGER. If you want someone else from your organization to manage a package, they should login to SeatRobot, access the event, then check the box next to CURRENT USER at this stage.

Once you've assigned a coordinator, click EDIT INVITE.

The MANAGING YOUR GUEST LIST email window will appear. We've provided a template, but you can edit this email to fit your preferences. Please note that the main purpose of this email is to provide your third party coordinators with login access to SeatRobot so they can start adding guests to their assigned package independently. With this in mind, it's imperative that you DO NOT delete the temporary password or new user login merge fields. As always, we recommend sending a test email to yourself by clicking SEND TEST EMAIL. Once the email is perfected, press SAVE.

You'll be redirected back to your EMAILS page. Click SET LAUNCH TIME.

Choose your launch time, then press SAVE.

Click LAUNCH.

The CONFIRM EMAIL SEND window will appear. Click CONFIRM.

Once you've clicked CONFIRM, the invite will appear in the INVITE / EMAIL HISTORY table at the bottom of your EMAILS page. The rocket icon in the status column will go from blue to green once it's successfully launched.