Guest Manager

Your role at a glance

As a Guest Manager you look after an event’s guests: who is coming, whether on site, virtually or hybrid, who has accepted and who has declined. In iveo you work for that exclusively in the Guests area. Programme, people and organisations are not part of your role.

Important to know up front: the guest list exists only if guest management is switched on for your event. A Producer does that. Until then Guests does not appear in the sidebar at all.

The role suits everyone who looks after attendees, such as guest management, attendee care or the team at the reception desk. An overview of the course of events, with graphics, is on the page Guest Manager in iveo.

Getting started

1. A Producer invites you with the Guest Manager role. Accept the invitation in the lobby or via the link in the email. Until then you see nothing of the event.
2. If the event requires a code of conduct, you read it to the end and accept it.
3. In the event sidebar you open Guests. If the entry is missing, guest management is still switched off; opening the page directly then takes you back to the event’s home page. In that case, tell a Producer.

What you typically do

Creating and maintaining guests

1. Under Guests, create a new guest: name, contact details if needed, and the attendance mode (on site, virtual or hybrid).
2. Keep the RSVP status up to date: pending, confirmed, declined or cancelled.
3. Keep an eye on the numbers in the tiles at the top: total, split by attendance mode and RSVP status.
4. Search the list, hide cancelled guests and reveal archived ones when needed.

More on the page Guests and registration.

Inviting guests

1. For a guest on the list, you trigger an invitation by email.
2. For someone who is not on the list yet, you generate an invitation link to copy and pass on.
3. Guests need no iveo account for this. Whoever opens the link does not have to log in.

More on the page Guests and registration.

Keeping an eye on registrations

1. If a Producer has set up public registration, every registration lands as an ordinary entry in your list, with the source “self-registered”.
2. A badge flags guests whose registration has been unconfirmed for more than 24 hours. Usually the confirmation email has not been clicked yet.
3. Guests can view and cancel their registration themselves via their personal link. You see the new status in the list.
4. On the day of the event you keep working with the same list, for example when acceptances or declines come in at short notice.

More on the page Guests and registration.

Archiving guests

1. You take a guest off the active list by archiving them. The data stays intact.
2. Reveal archived guests when needed and restore a guest.
3. A permanent deletion, for example in response to a GDPR request, is a separate action. It rests with the Producer.

More on the page Guests and registration.

What you do not see, and who to ask

Your role covers the guest list and nothing beyond it:

• Programme, people, organisations and submissions are not open to you.
• The guest settings are opened by a Producer. There they switch on guest management and set up public registration: mode, maximum number of attendees, registration deadline, double opt-in, language of the emails, consent text and extra fields. The public registration URL is there too.
• Permanent deletion of a guest is handled by a Producer.
• Mailings to all registered attendees are sent by a Producer via the event’s Inbox.
• Team, website and Produce mode are not part of your role.

For all of this, a Producer of the event is your contact. Questions about the app are answered by the iveo team via “iveo Support” in the messages window. This page describes the role’s default; your event can have the permissions cut differently. The overview is on the page Roles and permissions.

Working with other roles

• Producer: They switch on guest management, set up registration and give you the public registration URL. Mailings to registered attendees and permanent deletions go through them.
• Editor: They can maintain the guest list as well. Agree who takes what.
• Director and Operator: They see the guest list but do not change it.

Frequently asked questions

I don’t see “Guests” in the sidebar. What now? Guest management is still switched off for your event. A Producer switches it on in the guest settings, after which the entry appears.

A guest has disappeared from the list. Where are they? Usually they are archived or have cancelled. Reveal archived guests or show cancelled ones again.

A registration has been pending for days. Why? If double opt-in is switched on, a registration only counts once the person has clicked the link in the confirmation email. After 24 hours a badge flags such entries.

Where do I find the link to public registration? The registration URL is in the guest settings as soon as registration is active. A Producer opens them and passes the link on to you. If the mode is set to “by invitation only” or the registration deadline has passed, the page shows only a notice instead of the form.

What happens if guest management is switched off again? The guests stay stored but are invisible until a Producer switches guest management back on.