Contacts overview (display and filter)

evenito shows you an overview of your contacts (invited guests/participants) under "Contacts". You can enter your own settings in the overview so that you can edit, filter and sort your contacts however you want.

Contacts overview

In the "Contacts" section of "Guest Management," you get an overview of all your contacts, their contact information and answers to event specific additional questions. This overview allows you to select your contacts for certain actions or to edit their details.

In order to find your contacts in your overview, they have to be transferred to the tool. This can be done in various ways. With the plus button in the top right-hand corner, you have the option of adding contacts manually or via an Excel list.

If you want to delete contacts, activate the checkbox in front of the desired contacts and then click on the trash can icon in the top right-hand corner.

If you hover your mouse over a group in the contact overview, the full group name will be displayed.

Filter contacts

For a better overview of your contacts, you can filter your contact list in evenito according to your needs.

In the "search" field you can search for the desired contact using keywords (e.g. first name, last name, company).

Click "Show filters" to open the specific filter settings.

If you have entered a word in the "Search" line, you can use the "All fields" dropdown to define which fields of contact information and event-specific additional questions you want to search through. Select the desired information using the checkboxes in the dropdown.

Under "Contact type" you have the option to filter by "Main contact" or "Companion" to display either only the main contacts or only the companions for your event in the contact overview.

Under "Belong to groups" you can filter by specific group assignments, e.g., VIP, Speaker, etc. Select these from the dropdown. Beforehand, these group(s) must also be added to the tool. More information can be found in this article.

Since contacts can belong to multiple groups, you can define how group assignments should be applied in the second dropdown, "One of the groups." You have the following options:

• One of the groups: Contact belongs to one of the defined groups.
• All of the groups: Contact belongs to all defined groups.
• Exact match: Contact belongs exactly to the defined groups.

Furthermore, you can filter your contacts by "Registration status" and "Check-in type".

In the dropdown under "Registration status" you have the options "Pending", "Registered" and "Declined".

The "Pending" status only marks contacts who were invited directly from the tool by you but have neither registered nor declined. For open registration, where your participants come to the event website via social media or other channels to register, you will only find the "Registered" or "Declined" status.

In the "Check-in type" dropdown, you can choose between "None", "Physical", "Virtual" or "Hybrid".

Under "Ticket types", if the "Tickets" feature is activated in your event, you can also filter accordingly by the ticket types you have set up.

In the "Contacts Host" dropdown, if the "Hospitality" feature is activated in your event, you can also filter by the contacts of individual hosts. This allows you to see which contacts were uploaded or created by each host.

Using the date picker next to "Last updated" you can define a period in which you want to view changes to your contacts.

Once you have defined the filter settings, the corresponding contact list will be displayed.

If you click "Hide filters" your selected filters will remain active in the background and will be displayed as keywords below the search bar.

Using the "Clear filters" button, you can reset all applied filters at once.

Column sorting

Hover your mouse over the column headers in your contact list. Clicking the arrow next to the column headers will sort the list based on the selected column.

An upward arrow indicates sorting from A -> Z. Clicking the arrow next to the column header again will display a downward arrow , and the sorting will be from Z -> A.

Define the display of column contents

By clicking the edit pencil icon at the top of the contact information bar, you can define which contact information and additional questions are displayed in your overview.

A new "Column settings" window will open. This list now shows all contact information and event specific questions you have created. Use the checkboxes to determine which information should be displayed in your overview.

Hover your mouse over the listed information to also change their order in the overview. Click  and drag and drop the information to the desired positions.

Clicking "Save & Close" will apply your changes to the contact overview.

Icons for registration and Check-in status 

How to filter the registration or Check-in status has already been shown to you under Filter contacts. In the contact overview, the individual statuses are displayed as follows:

In the column titled "Registration", the respective participation status of the contacts is listed:

• Pending: The contact is neither registered nor deregistered.
• Registered: The contact is registered for the event.
• Declined: The contact does not participate in the event.

We explain how to manually adjust the registration status in this article.

The column titled "Check-in" shows the respective check-in status of the participants:

• empty box: Not available - The contact was not checked in and therefore did not participate in the event.
• Virtual: The participant was checked in on the virtual platform "evenito connect" by clicking on the corresponding access link in their message.
• Physical: The participant was checked in by using the Check-in app.
• Hybrid: The participant was registered with the Check-in app at the venue and also accessed the virtual platform, for example to take part in surveys or to interact in chats.

Export contacts

To export the contacts, first select the ones you want to download by ticking the checkbox on the far left above the contact list. Before exporting your list, you can also filter by the desired registration status, check-in status, or individual groups.

The download button "" to the right of the language switcher is then activated. Click on this button. Here you have the option to choose between "Download contacts as excel file" and "Download customised contact information in excel file".

As soon as the download for one of these files has been triggered, the notification "Exporting contacts started" with a loading bar appears at the bottom right.

Once the download is complete, the notification "Contact export is available for download" appears. You can now download your export by clicking the "Download" button.  Additionally, you will receive a notification in the notification bell  in the left navigation bar as soon as the download is ready there.