A Consolidated Overview of Guest Management

Guest Management: Seamless Handling of Attendees

Managing guests at an event is crucial for a smooth experience for both organizers and attendees. mTap’s Guest Management system offers streamlined processes for uploading guest lists, modifying details, and managing check-ins. Whether your event has a small number of VIP attendees or hundreds of general participants, mTap gives you the tools to ensure every guest is accounted for, informed, and easily checked in.

Downloading the Guest List: Comprehensive Event Attendee Management

In addition to uploading guest lists, mTap allows event organizers to download an updated list of all attendees, including those who registered for the event by purchasing tickets through the landing page. This feature provides a single, comprehensive view of everyone attending your event, ensuring that no attendee is missed.

What You Can Do:

• Download a complete guest list that includes both manually uploaded attendees and those who registered through the event landing page.
• Use the guest list to track important information, such as ticket types, registration times, and any additional data collected during sign-up (e.g., dietary preferences, session choices).

How to Download the Guest List (Step-by-Step):

1. Click “Download as XLS” at the top of the guest management page.
   • This will generate a complete CSV or Excel file that includes:
     • Manually uploaded guests.
     • Attendees who purchased tickets through the landing page.
     • Data such as ticket type, registration date, and any additional fields you included in the registration form (e.g., dietary restrictions, session preferences).
2. Choose the File Format (CSV or Excel).
   • Select the file format that works best for you based on how you plan to manage and analyze the guest list.
3. Review the Downloaded File.
   • Open the file to ensure all attendee data is present, including ticket types and any specific information collected during registration. You can use this list for communication purposes or to assign special roles (e.g., VIP access).
4. Use the Guest List for On-Site Check-In or Follow-Up Communication.
   • The downloaded guest list can be used for various purposes:
     • Checking attendees off as they arrive at the event.
     • Segmenting your audience for personalized follow-ups post-event.
     • Ensuring that any special requirements (e.g., dietary restrictions or accessibility needs) are met during the event.
5. Update the Guest List as Needed.
   • If new attendees register or if any changes occur (such as cancellations or modifications), you can re-download the guest list at any time to capture the latest attendee data.

Using the Guest List for Event Management:

Once you’ve downloaded the guest list, here are some key ways you can leverage it for better event management:

• On-Site Check-Ins: Use the guest list to manage check-ins, especially if you’re working offline or want a backup in case the digital check-in system encounters issues.
• Communication with Attendees: Use the guest list to send targeted emails or SMS messages, ensuring that important event updates reach everyone.
• Post-Event Follow-Ups: After the event, the guest list can be used to send personalized thank-you emails, surveys, or future event invitations.
• Custom Reports: The data in your guest list can be analyzed for insights, such as which ticket types were most popular or which demographics attended your event. This can help you improve future events and refine your marketing strategy.

Manually Adding a Guest: Flexibility for Last-Minute or VIP Registrations

In addition to bulk uploading guest lists and collecting registrations from the event landing page, mTap allows you to manually add guests using the “Add Attendee” button. This feature is especially useful for handling last-minute registrations, VIP attendees, or when an attendee misses the online registration deadline.

What You Can Do:

• Manually add guests who did not register through the landing page or bulk upload.
• Assign specific ticket types and roles to manually added guests.
• Capture important details like dietary preferences, session choices, and special accommodations.

How to Manually Add a Guest (Step-by-Step):

1. Log in to Your mTap Account and select the event you wish to manage.
2. Click on “Guest” in the Event Management Section.
3. Click the “Add Guest” Button.
   • This button is located in the upper-right corner of the guest list page, making it easy to manually add new attendees.
4. Enter the Attendee’s Information:
   • Name: Enter the full name of the guest.
   • Email: Provide their email address so they can receive event updates, tickets, or any follow-up communication.
   • Company/Organization: (Optional) Enter the guest's company name if relevant for networking purposes.
5. Assign Ticket Type:
   • Choose the appropriate ticket type for the attendee (e.g., General Admission, VIP, Speaker, or Exhibitor). This determines what sessions or areas of the event they can access.
     • Pro Tip: For last-minute VIP guests, ensure you assign them the correct ticket type to guarantee access to exclusive areas or sessions.
6. Add Custom Fields or Special Instructions (Optional):
   • Enter any additional details, such as:
     • Dietary Restrictions: If your event includes catering, note any special dietary needs (e.g., vegetarian, gluten-free).
     • Session Preferences: If the event offers multiple tracks or breakout sessions, note the guest’s preferences.
     • Special Accommodations: For VIPs or guests with specific needs (e.g., reserved seating, accessibility requirements), make sure these requests are recorded here.
     • LinkedIn Profile or Social Media Handles: For networking purposes, you can add optional fields for the guest's social media or LinkedIn profile.
7. Review and Save the Attendee Details:
   • Double-check the information to ensure it is accurate. Confirm that the ticket type, contact details, and any additional preferences are correctly entered.
8. Click “Add Attendee” to Finalize:
   • The guest will now be added to your attendee list, and their ticket or event access information will be generated based on the details you provided.
   • Tip: The newly added guest will automatically receive a confirmation email (if enabled) with event details and a digital ticket.

Why Use Manual Guest Addition:

• Last-Minute VIPs: Sometimes important guests confirm attendance close to the event date, and manual addition ensures they’re added with the correct access and personalized accommodations.
• Internal Attendees: If you have staff, volunteers, or speakers who don’t need to go through the regular registration process, the manual “Add Attendee” option is a quick and easy way to ensure they are listed without needing a separate ticketing process.
• Correction of Errors: If a guest has difficulty registering online, you can quickly add them manually to ensure they don’t miss out.

Using Manually Added Guests for Event Management:

Once you’ve added a guest manually, you can manage them just like any other attendee:

• Check-In Management: Guests added manually will receive a QR code (if enabled) and can be checked in through the same process as other attendees.
• Communication: Use mTap’s email and SMS features to send personalized communications, such as last-minute updates or specific instructions for VIPs.
• Post-Event Follow-Up: Ensure manually added attendees receive post-event follow-up communications, like thank-you notes, surveys, or invitations to future events.

Viewing the List of Guests and Their Statuses: Tracking Attendee Engagement in Real-Time

mTap allows you to monitor the status of all your event attendees, whether they were manually added, bulk-uploaded, or registered through the event landing page. By tracking their statuses—such as "checked-in," "not checked-in," "going," or "not going"—you can stay on top of attendee engagement and adjust event logistics accordingly.

What You Can Do:

• View the real-time status of attendees, including whether they have checked in, confirmed attendance, or declined to attend.
• Filter guests by status (e.g., only view checked-in attendees or those who have RSVP’d as "going").
• Use status updates to make real-time decisions on event logistics (e.g., when to begin sessions or when to send reminders to those who haven’t arrived).

How to View the List of Guests and Their Statuses (Step-by-Step):

1. Log in to Your mTap Account and select the event you wish to manage.
2. Click on “Guest List” in the Event Management Section.
   • This will take you to a comprehensive view of all your event attendees, including those who registered via the landing page, were uploaded, or manually added.
3. View Guest Statuses at a Glance.
   • Next to each attendee's name, you will see their current status:
     • Checked-In: The attendee has arrived and completed the check-in process (whether via QR code, NFC, or manual check-in).
     • Not Checked-In: The attendee has not yet arrived or has not completed the check-in process.
     • Going: The attendee has RSVP’d and confirmed their attendance, but has not yet checked in.
     • Not Going: The attendee initially RSVP’d or registered, but has since canceled or declined the invitation.
4. Filter Guests by Status.
   • Use the filtering tool to narrow down the list based on specific statuses:
     • Checked-In: See a list of all attendees who have already arrived and checked in.
     • Not Checked-In: Focus on those who have yet to arrive, and consider sending reminders.
     • Going: View everyone who has confirmed attendance but has not checked in yet.
     • Not Going: Use this filter to track cancellations or declines, which helps you manage your final attendee numbers and logistical needs.
5. Search for a Specific Guest.
   • Use the search function to quickly find a specific attendee by name or email, along with their status.
   • Pro Tip: This is useful for quickly checking whether important VIPs, speakers, or sponsors have arrived.
6. Real-Time Updates.
   • The guest list page updates in real-time as guests check in or change their status, giving you live data to manage your event.
   • Why It Matters: Real-time tracking helps you make informed decisions, like when to start sessions or trigger next-step communications.

Managing Attendees Based on Status:

Once you’ve viewed the list of guests and their statuses, you can take action based on the information:

• Check-In Management:
  • For guests who haven’t checked in yet, use mTap to send an automatic SMS or email reminder encouraging them to arrive on time.
    • Example: If a session is about to begin and several key attendees haven’t checked in yet, send them a notification to remind them of the start time or offer alternative instructions if they are running late.
• Handling “Not Going” Statuses:
  • If attendees have marked themselves as “Not Going” or canceled, you can:
    • Open up their spot for waitlisted attendees.
    • Offer the ticket to last-minute guests who show up unexpectedly.
    • Communicate with them post-event, thanking them for their interest and inviting them to future events.
    • Pro Tip: Use the “Not Going” status to update your final attendee count, ensuring that catering or seating arrangements match the actual number of attendees.
• Focus on VIPs or Special Guests:
  • Use the search and filter tools to focus specifically on VIPs, sponsors, or speakers. Monitor whether they’ve checked in or if they need special assistance upon arrival.
    • Tip: For high-profile attendees, assign dedicated staff to track their check-in status and ensure they receive a personalized experience.
• Post-Event Data Analysis:
  • After the event, you can analyze the guest list and their final statuses to gain insights into attendance patterns:
    • Checked-In: How many registered guests actually attended the event?
    • Going but Not Checked-In: How many confirmed attendance but didn’t show up? This information can be useful for refining future event marketing or ticketing strategies.
    • Not Going: Analyze the cancellation rate to improve pre-event engagement strategies or identify potential logistical issues that might have influenced guests to cancel.

How to Export Guest Statuses for Reporting (Optional):

1. Go to the “Guest List” Page for your event.
2. Click “Download Guest List”.
   • The downloaded list will include the most up-to-date statuses of all guests (checked-in, not checked-in, going, not going).
3. Open the File (CSV/Excel).
   • Review the statuses of your guests and use this data to generate reports on attendance patterns, no-shows, or cancellations.
4. Use the Data for Post-Event Follow-Up.
   • Segment the guest list for targeted follow-ups. For example:
     • Send thank-you notes or surveys to those who checked in.
     • Send a personalized email to those who didn’t attend, offering highlights from the event and inviting them to future events.

Why Guest Status Tracking Matters:

• Real-Time Decision Making: Knowing who has checked in and who hasn’t helps you adjust event schedules, manage last-minute arrivals, and ensure key attendees are present.
• Improved Engagement: Tracking "going" and "not going" statuses helps you understand attendee engagement levels and adjust pre-event communications.
• Enhanced Post-Event Reporting: The final status report gives you valuable insights into attendee behavior, helping you refine future event strategies.

Editing and Deleting Guests: Ensuring Accurate and Up-to-Date Information

mTap provides you with full control over your guest list, allowing you to quickly edit or delete guest details as needed. This is particularly useful for handling last-minute changes, correcting errors, or managing cancellations. With just a few clicks, you can update attendee information or remove attendees who are no longer attending the event.

What You Can Do:

• Edit guest information such as name, email, company, or ticket type.
• Delete guests from the list if they cancel or can no longer attend.
• Ensure your guest list is always accurate and up-to-date to streamline check-ins and post-event reporting.

How to Edit and Delete Guests (Step-by-Step):

1. Log in to Your mTap Account and select the event you wish to manage.
2. Click on “Guest List” in the Event Management Section.
   • Here you’ll find a full list of all the attendees, whether they registered via the landing page, were manually added, or uploaded via a CSV file.
3. Locate the Guest You Want to Edit or Delete:
   • You can scroll through the list or use the search bar (details on searching are provided below) to quickly find the guest you need to update.
4. Click the Pencil Icon to Edit Guest Details:
   • Next to each guest’s name, you will see a pencil icon. Click this icon to modify the attendee’s details.
   • Editable Fields Include:
     • Name: Update spelling errors or changes in names (e.g., married names).
     • Email Address: Ensure that the guest receives important communications or ticket information.
     • Company/Organization: Update or correct the company name.
     • Ticket Type: Change the attendee’s ticket type if needed (e.g., upgrade them to VIP or assign them to a speaker category).
     • Custom Fields: Modify details like dietary preferences, session choices, or social media profiles.
5. Save Changes:
   • After making the necessary edits, click “Save” to update the guest’s details in real-time. The updated information will be reflected in all event communications, badges, and check-in processes.
   • Pro Tip: Double-check the guest’s email address before saving, as this ensures they receive any important event updates.
6. Click the Trash Icon to Delete a Guest:
   • If a guest cancels or can no longer attend, click the trash icon next to their name to remove them from the guest list.
   • Important Note: When you delete a guest, they will no longer receive event updates, and their ticket will be voided. Be sure to confirm the deletion before proceeding.
   • Tip: Consider sending a personalized cancellation message to guests who have been deleted, thanking them for their interest and inviting them to future events.
7. Confirm Deletion:
   • After clicking the trash icon, mTap will ask you to confirm the deletion to prevent accidental removals. Click “Confirm” to finalize the deletion.

Searching and Filtering Guests: Easily Manage Large Guest Lists

Managing large guest lists can be time-consuming, but mTap’s search and filter tools allow you to quickly locate specific attendees and view guests by their status. Whether you’re looking for a VIP attendee or checking on the status of those who have not yet RSVP’d, mTap makes it easy to find the information you need.

What You Can Do:

• Search for guests by name or email to quickly locate specific attendees.
• Filter guests by status (e.g., Going, Invited, Not Going) to manage follow-ups and event logistics.
• Simplify guest list management, especially for large-scale events with hundreds of attendees.

How to Search and Filter Guests (Step-by-Step):

1. Log in to Your mTap Account and select the event you wish to manage.
2. Click on “Guest List” in the Event Management Section.
3. Search for Guests by Name or Email:
   • Use the search bar located at the top of the guest list to find specific attendees. Type in the guest’s name or email address, and the list will automatically update to show matching results.
     • Pro Tip: The search function is case-insensitive, so you don’t need to worry about exact capitalization.
4. Filter Guests by Status:
   • mTap allows you to filter the guest list based on the attendee’s status. This is useful for event follow-ups, check-ins, or planning logistics. The available filters are:
     • Going: View guests who have RSVP’d and confirmed their attendance.
     • Invited: View guests who have been invited but have not yet confirmed.
     • Not Going: View guests who RSVP’d as not attending or who have canceled their registration.
     • Checked-In: See all the guests who have already checked in to the event.
     • Not Checked-In: Track attendees who haven’t yet arrived or completed the check-in process.
   • Pro Tip: Use the “Not Going” filter before the event to manage waitlisted attendees or adjust seating and catering based on final attendance numbers.
5. Combine Search and Filter Options:
   • You can use the search bar and filter tool simultaneously. For example, if you want to see all VIPs who have checked in, search for the “VIP” ticket type and apply the “Checked-In” filter.
   • Why It Matters: This combination allows you to drill down into your guest list, making it easier to manage specific attendee groups, like VIPs, speakers, or sponsors.
6. Save Guest List Changes:
   • After searching or filtering guests, you can take action based on your results. For example, you can send reminders to those who haven’t confirmed or checked in, or follow up with canceled attendees.

Why Editing, Deleting, and Searching Guests Is Essential:

• Ensure Data Accuracy: Editing guest details ensures that your attendee data remains accurate, reducing errors during check-in, badge printing, or communications.
• Efficient Guest List Management: Searching and filtering tools help you quickly find key attendees, manage their statuses, and track important groups like VIPs, speakers, or sponsors.
• Manage Last-Minute Changes: Whether it’s a last-minute RSVP or a canceled registration, you can update your guest list in real-time, ensuring smooth event logistics.

Collecting Guest Information: Customizing Registration Forms for Deeper Insights

Collecting detailed guest information is crucial for creating personalized event experiences and gathering data for future engagement. mTap’s flexible ticketing form allows you to collect the essential information you need while providing options to add custom questions that suit the specific needs of your event.

What You Can Do:

• Configure the ticketing form to collect default guest information like name, email, and phone number.
• Add custom fields to gather more detailed information such as company name, social media links, session preferences, dietary restrictions, or any other attendee-specific data.
• Use a variety of field types (text, multi-select, checkbox) to ensure that all required information is collected efficiently.

How to Collect Guest Information (Step-by-Step):

1. Log in to Your mTap Account and select the event you wish to manage.
2. Click on “Ticketing Form” in the Event Management Section.
   • This is where you configure the fields that will appear when guests register for the event or purchase tickets.
3. Review Default Fields:
   • By default, the form will collect basic information, such as:
     • Name: The attendee’s full name.
     • Email Address: Used to send event details, tickets, and post-event follow-up communications.
     • Phone Number: Useful for sending SMS reminders or updates about the event.
   • Why It Matters: These default fields are crucial for communication and ticket management but may not cover all the information you need for your event.
4. Click “Add Question” to Gather Additional Information:
   • If your event requires more specific information from attendees, such as dietary restrictions, job titles, or session preferences, you can customize the form by adding additional questions.
5. Add Custom Questions in the Overlay:
   • When you click “Add Question,” an overlay will appear where you can create and customize your questions. Here are the field types you can use:
     • Text: Use this field for simple custom questions, such as “What is your job title?” or “What company are you representing?”
     • Long Text: This is ideal for gathering more detailed responses. For example, if you ask, “What do you hope to gain from this event?” attendees can provide more in-depth answers.
     • Multi-Select: If you want attendees to select multiple options, such as session preferences or meal choices, use the multi-select option. Attendees can choose more than one option from a predefined list.
     • Checkbox: For yes/no or simple selection questions, use the checkbox field. For example, “Will you be attending the post-event networking session?” or “Do you have any dietary restrictions?”
     • Dropdowns: Offer predefined answers for questions where only one choice is required, like “How did you hear about the event?” or “What is your preferred method of communication?”
     • Social Media Links: Gather information on attendees' professional networks by including a field for LinkedIn, Twitter, or other relevant social media links. This can be particularly useful for networking-focused events.
6. Example Custom Questions:
   • Here are a few practical examples of custom fields you can add:
     • Dietary Preferences: “Please indicate if you have any dietary restrictions (e.g., vegetarian, vegan, gluten-free).”
     • Job Title/Company: “What is your job title and the company you represent?”
     • Networking Goals: “What is your primary goal for attending this event? (e.g., networking, learning, speaking).”
     • Session Selections: For events with multiple tracks or breakout sessions, ask attendees to pre-select their preferred sessions to streamline event day logistics.
7. Click “Confirm” Once All Questions Are Added:
   • After adding and configuring the necessary questions, click “Confirm” to save your changes. The newly added fields will now appear in the registration form for all future attendees.
   • Pro Tip: Test your form by registering yourself or a team member to ensure that all fields are displayed and functioning correctly before the form goes live.
8. Save the Updated Form:
   • Once you have confirmed your questions, save the form so that all attendees registering for your event will be prompted to answer these custom questions during the ticketing process.

How to Use Collected Guest Information:

Once you’ve gathered the information you need through the ticketing form, here are some key ways you can leverage this data:

• Personalized Event Experience: Use guest-provided information, such as session preferences or dietary needs, to create a more tailored experience. For example, you can pre-assign attendees to specific breakout sessions or ensure they receive meals that meet their dietary restrictions.
• Networking Insights: If your event is focused on networking, collect data like job titles, company names, or social media links. Use this data to facilitate introductions, organize networking sessions, or share relevant attendee information with sponsors or exhibitors.
• Post-Event Follow-Up: Gather insights from custom fields to personalize your post-event communication. For example, if an attendee indicates they’re primarily interested in learning more about industry trends, you can send them targeted follow-up resources or event highlights that match their interests.
• Future Event Planning: Analyze the responses from the custom questions to improve future events. For instance, if most attendees list networking as their primary goal, you can allocate more resources to creating networking opportunities at your next event.

Pro Tips for Maximizing Guest Information Collection:

1. Ask Targeted Questions: Avoid overwhelming your attendees with too many questions. Focus on gathering the most relevant information that will help improve their event experience or aid in future event planning.
2. Use Conditional Logic: If possible, use conditional logic to show different fields based on previous answers. For example, if an attendee selects “Yes” for attending a post-event session, you can prompt them to choose which session they’re most interested in.
3. Offer Value in Return: Let attendees know how their information will be used to enhance their experience. For example, “We’ll use your responses to recommend the best sessions for your interests.”
4. Keep It Simple: While collecting detailed information can be valuable, make sure the registration process remains simple and quick to complete. Too many questions might discourage attendees from completing the form.

Why Collecting Guest Information Matters:

• Personalization: The more you know about your attendees, the more you can tailor the event experience to their needs, creating a positive and engaging environment.
• Better Planning: Understanding attendees' preferences, dietary needs, and session selections allows you to manage event logistics more effectively and ensure that no detail is overlooked.
• Enhanced Engagement: Collecting social media information or professional details helps enhance networking opportunities, which can lead to higher attendee satisfaction and stronger business connections.