The digital guest list is the linchpin of an event. Whether for customer loyalty, brand building, acquisition, or networking events: every event has different goals, but all events gather a target audience. And there it is: neatly listed, filterable by various criteria, and flexibly segmentable. In the digital guest list, the target audience and buyer persona become the real people intended to be reached by a planned event.
As soon as an event is planned for which guests are to register in advance, setting up a digital guest list is essential. First, a distinction is made between open and closed registration. Open registration applies when the digital guest list does not yet contain any participants. It is particularly suitable for events that are publicly communicated. Here, the digital guest list is formed based on registrations. If it is already determined in advance who will be invited to the event, this is referred to as closed registration. In this case, an invitation list is stored in the system and then dynamically managed based on responses. Guest data is quickly and easily imported into the system from an Excel or CSV file, manual additions are possible at any time, and duplicate filters prevent unnecessary data volumes. The individuals on the digital guest list then receive a new status based on their response to the invitation.
A digital guest list therefore manages contacts dynamically and partly automatically. All participant-related information converges here, and all acceptances and rejections are recorded. The big advantage over proven Excel lists is the cloud-based storage of guest data. This allows the digital guest list to be edited from different devices at any time, always providing the current data set. This particularly simplifies teamwork. Thanks to a changelog function, all changes to the digital guest list can be tracked simultaneously, and team members can also be assigned editing permissions corresponding to their tasks.
The digital guest list also manages quotas and waiting lists, and groups participants into categories, allowing specific information to be shared with the relevant guest groups. To meaningfully structure the digital guest list, data fields and Tags are set up that assign specific information to each individual guest. This allows for quick and easy filtering, and group-related, personalized content is conveyed individually.
During the event, the digital guest list is updated via the Check In App continuously updated. Guests are checked in using the QR codes on their tickets. Their status is immediately updated in the digital guest list. This way, the digital guest list always shows which guests have already checked in and who is still missing. If notifications have been set up for a guest, they are displayed in the app upon check-in, and the entry staff can act accordingly. This makes qualified VIP or speaker management comfortable and effective.
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