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Root attributes in the guest list

Ingo Updated by Ingo

In the guest list overview you can display a variety of filters to group your guests according to different criteria.

Here we would like to introduce you to special filters (attributes) that are not part of the standard values.

  • External ID
  • Max. Compansions
  • Compansions
  • Invitation Status
  • Category
  • Invitation Code
  • Ticket Code
  • Bounce Status
  • Created via
  • Created
  • Last Update
External ID

In case of using an interface (API) to Sweap:

The external ID field will be filled in automatically as soon as the guest data is imported from an external source and an extra ID is assigned to the guests via this source.

In case of a manual import with an Excel file:

The ID of the import system should be entered as an extra attribute for the import, in order to be able to guarantee a later clear assignment of changed guest data.

Max. Compansions

Here you can see the number of companions the "main person" brings along. Depending on whether there is a limit to the number of companions, this value appears in the column "max. companions". With this filter you can see all possible limits (can be customized for each guest) at a glance.

Invitation Status

With the help of the Status filter you can see which guests have not yet received an invitation or have not yet answered the invitation (no response). This makes it easy to filter out guests who might receive an extra reminder mail.

In the following cases the status changes automatically:

  • successful sending of an invitation mail / invitation reminder --> status "no invitation" changes to "no response
  • Confirmation mail / confirmation reminder --> status change to "Acceptance" (no matter which status was active before)
  • Acceptance or cancellation of the guest
Category

With the Category attribute you can divide your guests into different groupings (segments). For example, you can send e-mails specifically to VIP persons. When checking in on site, the reception can immediately recognize whether they are, for example, guests from the press or event personnel. The categories are not pre-installed and can be freely defined by you in terms of content and number. How to create a category, you will learn here.

Invitation Code / Ticket Code

Invitation Code:

This code is only required when sending the invitation by mail. The personalized six-digit code is printed on the invitation together with the domain, so that the guest will find a personalized (pre-filled) registration form after entering the code on the registration page. In the case of a personalized invitation by e-mail, a personalized link is automatically generated in the background and does not need to be created separately.

Ticket Code:

If you don't want to invite your guests digitally, but simply send the ticket for the check in on site by post, you generate the ticket code and print it on the postal ticket. For digital check-in at an on-site event, the ticket code can be generated as a QR code with an external tool. When sending a confirmation with a QR code by e-mail, the code is automatically generated in the background and does not need to be created separately. Learn more about the invitation and ticket code here.

Bounce Status

The Bounce status shows whether the sent e-mail has reached the guest. The bounce status does not exclusively refer to the e-mail sent for the event, but to the guest's stored e-mail address. If a bounce has already been reported for a guest's e-mail address in the past, it will be displayed in the list even if no e-mail has been sent for the event.

Here we distinguish between No Bounce, Soft Bounce and Hard Bounce.

No Bounce: everything okay, the e-mail has reached the recipient without any problems

Soft Bounce: the e-mail reaches the recipient's mail server, but does not reach the recipient himself

Hard Bounce: as soon as a mail is permanently undeliverable, one speaks of a hard bounce

Further information on possible reasons for a bounce can be found here.

Created via

Here you will find important information about the "guest source". Where was my guest created? Which guests have been added on site, which guests have registered via an open registration page or which guests have been added manually after import? You can learn more about the guest source here.

Created

Regardless of the source, the date and time when the respective guest was first entered for this list is displayed.

Last Update

The date and time when the last change was made to the respective data record is displayed here.

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