How do I use the hospitality management function? (Host view)

You want to book tickets as a host or manage the tickets assigned to you and your participants? 

My events and calendar 

The view of the host is limited to the "My Events" and "Calendar" tabs in the dashboard:

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Under "My Events", the host sees all those events in which he has purchased tickets himself from a contingent (from a public event) or which have been directly assigned to him by an admin, event manager or supporter (in the following referred to as "event manager"). To edit these booked or assigned tickets, the host can now click on the corresponding event.

Cursor_und_evenito.pngOnce an event has been published, a host who has been added as a user in your organisation can see it in his or her "Calendar". If the host then selects an event in which he/she would like to book tickets, he/she clicks on the "Tickets" button and is taken to the "Event info" page.

Event info

If the host selects an event either directly in the dashboard or in the "Calendar" tab, he is taken to the "Event info" page. This has already been defined and set up by the event manager in the evenito back office under the menu item "Hospitality".

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If the event manager has defined a period for "Ticket booking" in the evenito back office, the host can now either click on the "Buy tickets" button to the right of the header or scroll directly to the "Tickets" area.

Here, the host can either use the plus or minus button per ticket to select how many tickets he wants to book of which Ticket type or he can enter the number directly. The booking limit defined by the event manager in the back office cannot be exceeded:

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By clicking on the button "Book tickets" on the right side, a new window with a booking overview opens for confirmation.

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Please note:

Currently, tickets can be published either publicly (via the event website with payment processing via vivneu) or via the "Event info" page for the hosts. These are separate processes that currently cannot coexist in one event. In other words, for hospitality management, billing and payment processing are carried out separately via the event manager outside the evenito environment. 

By clicking the "Confirm booking" button, the desired booking request is automatically listed in the evenito back office under the menu item "Hospitality", tab "Hosts". The respective booking quantities can still be manually adjusted by the event manager. You can find more information HERE.

Adjust booking

If a host wants to edit the number of reserved tickets again, he can click on the button "Modify booking" in the "Tickets" section on the "Event info" page. The view of the different ticket types will then open again.

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Booking closed

As soon as the time slot for booking tickets has closed, no more tickets can be reserved on the part of the host:

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Contacts

In the next step, the host can now click on the button "Go to contacts" in the "Tickets" area.

As soon as the time slot defined by the event manager opens, in which the host can upload his contacts via the plus button using an Excel list or add them manually and then manage the contacts, the tags in the menu item "Contacts" are automatically changed from "Contact list: not available" (grey) to "Contact list: open" (green) and "Registration: not available" (grey) to "Registration: open" (green).

Please note:

Move the cursor over the respective day to see in which period the contact list and/or registration will be opened.

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The "Booked / Assigned" area lists the tickets reserved by the host and assigned to the participant. 

  • The first column shows the individual ticket types.
  • The second column, named "Booked", lists the respective number of tickets booked by the host or assigned by the event manager. If the person responsible has also corrected the number of tickets reserved by the host, this adjusted number is taken over directly here.
  • The column "Assigned" shows how many tickets the host has already assigned to his contacts. This number also takes into account a direct allocation by the event manager to the participants.

Add contacts

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To add contacts, the host can click on the plus button and then add them either manually or via Excel import

The fields, which the host should store from his contacts, are defined by the event managers in the evenito back office in the contact information.

Import Excel

Under Contacts, click on the "+" symbol in the top right hand corner and select "Upload contact list". Either search your computer for the desired list or drag and drop it into the tool.

Preparation Excel file

In order to import a list successfully, the following points must be observed:

  • Allowed formats: XLSX, XLS or CSV
  • The Excel file must not contain macros and must only consist of one worksheet. If your Excel list contains formatting, we recommend that you import/copy the data without formatting into a new file.
  • Each value (first name, last name, e-mail, etc.) must be stored in an individual column in the Excel list.
  • The first line should be a title line and not a contact, as it is not transferred.
  • The e-mail addresses must not contain any special characters (e.g. ö, ä, ü) or obvious errors (e.g. no @ sign or a space).
  • The language of the subscriber can be imported using one of the following abbreviations. Upper
    • and lower case are not important:
    • German: de
    • English: en
    • French: fr
    • Italian: it
    • Spanish: es

Assign contact information fields

Now go through the columns by clicking in the field "Assign column" and select the corresponding contact field. You can only use the fields that have been predefined. It is not possible to create and name your own fields.

Please note:

Currently, hosts cannot assign different groups to their contacts in the Excel list or during import.

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If you want to delete a column or row, select the corresponding column/row and tick the checkbox. Then click on the trash can icon at the top right. 

Start import

Click on "Submit" to process the Excel file. The window shows you the status of your contact list. As soon as the import has been completed, you can finalise it by clicking on "Close". The contacts in the Excel list are now visible with the stored information under Contacts.

Information on import difficulties

Has your import been loading for a moment without a result? Or do you receive an error message? Then the list probably contains an error. Please check the tips under Preparation Excel file again. 

Assign tickets

To assign one or more tickets from the contingent to contacts, the host moves the cursor over the desired contact and clicks on the "Assign tickets" button on the right-hand side.

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In the next step, the host can now choose how many tickets to assign to the guest from his contingent. In this case, too, he can either use the plus or minus button or enter the number directly.

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As soon as he has made his selection, he can activate the checkbox in front of "Send confirmation" so that the participant receives a registration confirmation. This automatically triggers the registration confirmation in the evenito back office.

Please note:

In order for this message to be triggered, it must first be set up by the person responsible for the event.

In the last step, the host clicks on the "Continue" button and can fill in the contact details and additional questions for the participant defined in the registration form. This information was previously defined in the registration form by the person responsible for the event.

Please note:

The host is only allowed to fill in the registration form manually if the option "required" or "optional" has been selected in the "registration settings" section (info page settings). 

By selecting the button "Save & close", the ticket selection is assigned to the contact and displayed in the overview. At the same time, the status of the participant changes from "pending" to "registered".

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Remove a ticket from a contact

If it is not possible for a contact to participate in the event, the host can remove the ticket. 

To do this, return to your contact overview and move the cursor over the desired contact so that you can click on the pencil symbol. The contact details of the participant will now open. 

In the "Registration" area on the right hand side, all "Tickets" are listed which have been assigned to the contact: 

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To remove them, hover over the ticket(s) you want to remove and click on the trash can icon.

As soon as all tickets have been removed and you click on "Save & return", a pop up window appears with the information that the contact automatically receives the status "Declined". At the same time, the decline confirmation is triggered (if this has been set up by the event manager).

 

 

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