How to Send an Invite - Bulk Import
Once you have customized your group and assigned your invites, you are ready to send out your invitations! Guest information can be uploaded a few different ways. One at a time, via a bulk import, using salesforce, or by accessing the guest list.
On the "Send New Invites" screen, you'll first need to select a group. You will only see the groups that you have been assigned invites for populate in the drop down menu.
Note: Each guest invited to an event must have a unique email address. The same guest cannot be invited or saved into the system twice for the same event.
This article is focused on sending invites by bulk importing your guests.
Once you have selected the group, you will see the "Bulk Import Guests" box darken on the top right of the screen. Click on that box.
A pop-up will appear for you to choose the file for upload from your computer. It must be a .CSV file with separate columns for each field. You must upload an email address for each guest, but the other fields are optional. You can also upload custom field data here as long as you added custom fields to the group creation.
When a file has been uploaded properly, you will see all of the columns from the file reflected in their own box. The column headers from your spreadsheet populate in the maroon boxes below, and those need to be matched with the correlating concierge.com fields. The names of the fields don't need to match exactly. For example, your spreadsheet may have said "Last" for last name, but concierge.com calls that field "Last Name". Just be sure to match the fields correctly as the data will populate in each guest profile based on what you select.
If everything has been matched and there are no issues with the file upload, the bar across the top will be green along with all of the column headers.
Note: You can upload up to 1,000 guests at a time. If you upload more than 1,000 guests you will be alerted that the limit was reached and you will have to split your spreadsheets up into groups of 1,000.
In order to match your column headers with the concierge.com field names, click on the white box and drop down menu will appear. Select the correlating field from the drop down menu.
If there are problems with your file, the bar across the top will be red along with the field that is creating the problem. In this example, an email address was not valid. If there is an extra space before or after an email address in your spreadsheet, this error message will appear. Or, if an email address is not complete, such as jocelyn@concierge (missing the .com), this error message will appear.
You will need to go back into the file, correct the errors indicated, re-save and re-upload.
Once all fields have been matched correctly, the bar across the top will turn green.
You will need to choose between "In case of a conflict, information in this spreadsheet will override guest data already stored in Concierge." OR "In case of a conflict, information in this spreadsheet will NOT override guest data already stored in Concierge." This only applies for guests who have been invited to previous concierge.com events and whose information you may or may not want to update.
Then you can choose to "Save as drafts" or "Save to invite list".
If you select "Save as drafts", the invite will be saved on the RSVP status page under "Drafts". You can save guests here and then send them invites when you are ready.
If you select "Save to invite list", the invites will populate on the Invite List on the righthand side of the screen. The number of invites you are sending is indicated on the top right of the "Invite List" header bar. You will also see the number of "Invites Left to Send". This is based on your allocations for the group you are in.
If you are ready to send your invites, click "Send Now".
If you want to save your invites to the system but not actually send anything to the guests, click the "Create Attendee Profiles Only. Do Not Send Invites." box and then select "Save Invites".
You may choose to do this if you already know these guests are coming and you want to manually RSVP them to the event.
If you are not yet ready to send invites to these guests, you can select "Save as Draft". The invite will be saved on the RSVP Status page under "Drafts". You can save guests here and then send them invites when you are ready.
You will receive an email recap once all invitations have been sent, saved or drafted.