Guest Allocation Emails
The guest list system sends six types of email throughout the allocation and submission process. Each email triggers automatically based on a specific action. All emails support dark mode and are mobile responsive.
Email Types
1. Allocation Notification
Sent to the team member when an admin allocates guest slots to them.
Recipient - team member
Trigger - admin saves a guest allotment from the team management section
Contents - event name, event date, allocated slot counts per tag (displayed as coloured tag cards), and a link to the team member's Profile page
Action required - click the link to visit the Profile page and begin building guest list forms
2. Guest List Request
Sent to a contact when a team member sends them a guest list form.
Recipient - the contact (guest list manager)
Trigger - team member clicks Send Form Now from the preview popup
Contents - event name, event date, slot counts per tag, the team member's message, sender name and email, and a link to the Guest List submission page
Action required - click the link to open the Guest List page and fill in the guest details
3. Guest List Invitation
Sent to each individual guest after a contact submits a guest list.
Recipient - each named guest with an email address
Trigger - the contact submits the guest list form
Contents - event name, event date, and a QR code barcode for check-in
Sent from - the contact's company name and name (not the admin's)
Action required - the guest should save or screenshot the QR code and present it at check-in
4. Invitation Revoked
Sent to guests when their invitation is no longer valid.
Recipient - each guest whose attendee record was created from a submitted form
Trigger - any of the following: the form is deleted, the form is resent, the allocation is cancelled, or the team member is removed from the event
Contents - event name and a notice that the QR code is no longer valid
Sent from - the contact's company name and name
Action required - none; the guest is informed their invitation has been revoked
Revocation emails are only sent for forms that were submitted (i.e., where attendees were actually created). Deleting a draft or a sent-but-not-submitted form does not trigger revocation emails.
5. Form Removed
Sent to the contact when their guest list form is deleted or resent by the team member.
Recipient - the contact who received the original form
Trigger - team member deletes or resends the form from their Profile page
Contents - notification that the form is no longer available
Action required - none, unless the team member resends a new form
6. Profile Key Changed
Sent to the team member when their profile key is rolled (regenerated).
Recipient - team member
Trigger - the team member or admin rolls the profile key
Contents - the team member's name, event name, company name, and a new link to the Profile page
Action required - use the new link to access the Profile page; the old link no longer works
Important: Rolling a profile key invalidates the old link. If you've bookmarked your Profile page, update your bookmark with the new link from the Key Changed email.
Email Summary
Recipient | Trigger | |
Allocation Notification | Team member | Admin saves an allocation |
Guest List Request | Contact | Team member sends a form |
Guest List Invitation | Each guest | Contact submits the guest list |
Invitation Revoked | Each guest | Form deleted, resent, allocation cancelled, or team member removed |
Form Removed | Contact | Form deleted or resent by team member |
Profile Key Changed | Team member | Profile key rolled |