Note: These instructions are applicable only if using the Sponsors feature (with sponsorship packages that include tickets) or ticket bundle feature.
If you are selling sponsorship packages that include tickets or selling ticket bundles at registration, purchasers will receive a unique invite code that can be used to enter information for their guests. That invite code can be shared with their intended party, so guests can register on themselves by entering the invite code during registration, or the purchaser can use the code to put names and details down for their group.
In some cases, a sponsor or ticket bundle purchaser may send your organization the guest information directly for you to put on file. If this happens, you have the ability to easily register any unclaimed participants affiliated with sponsors or ticket bundles.
Registering unclaimed guests can be done via:
The Recruit dashboard, under the Unclaimed tab
The sponsor's record, where their included tickets are displayed
The ticket bundle order, where their group's registrations are displayed
Note: When registering participants via these methods, only the name is required. You can choose to enter their email to ensure they receive a receipt or add any responses to custom questions you've enabled, if you have those details to put on file, but it is not required. You can also return to edit their participant record at a later time if you are missing information beyond their name.
Register guest participant via Recruit dashboard
Navigate to your campaign's Dashboard.
Visit the Recruit tab and scroll down to the Participants table.
Toggle the view to Unclaimed to view all the unclaimed registrations.
Use the search bar to search by Guest Of (i.e. the sponsor name or the name of the ticket bundle purchaser). You can also filter to view only sponsor registrations or only ticket bundle registrations.
Click the three dot menu and select Register Participant.
In the pop-up that appears, enter their name and email address and click Save. If an email is provided, the participant will receive an Order Receipt confirming their registration to your event.
Tip: You can also click directly on a guest registration in the Unclaimed table to easily visit the sponsor record or ticket bundle order. This can be helpful if you want to see how many other guests have been registered in that group.
Register guest participant via sponsor record
Navigate to your campaign's Dashboard.
Visit the Sponsors on the left side menu.
Scroll down to your table of sponsors and find the sponsor whose participants you need to register. Click on their name to open their sponsor record.
You will see a record of their included tickets, showing you how many have been claimed. Click on the three dot menu next to an unclaimed ticket and select Register Participant.
In the pop-up that appears, enter their name and email address and click Save. If an email is provided, the participant will receive an Order Receipt confirming their registration to your event.
Register guest participant via ticket bundle order
Visit your campaign's Dashboard.
Navigate to Orders on the left side menu.
Search for the name or email of the person who purchased the ticket bundle, whose guests you need to register.
Click on the name of the ticket bundle purchaser to be taken to their order. Visit the Participants tab of their order to see all the tickets affiliated with their ticket bundle.
Click on the plus sign (+) to the right of any of the unclaimed guest registrations affiliated with the ticket bundle.
In the pop-up that appears, enter their name and email address and click Save. If an email is provided, the participant will receive an Order Receipt confirming their registration to your event.
Frequently Asked Questions
What notification do participants receive after they've been registered?
If you put an email on file when registering a guest, they will receive the Order Receipt showing their registration was completed. The cost of their registration will be free as they are claiming a spot that was already paid for. The Order Receipt has a link to your campaign page so they can access additional information about the event if needed.
What happens if a sponsored guest or ticket bundle guest needs to cancel their registration?
You can follow the steps to mark their ticket as canceled. Canceling a ticket affiliated with a sponsor or ticket bundle purchase will allow the invite code to be used again now that a spot has opened up.
Do sponsor participants have to register for my event?
That’s up to you. Your dashboard will help track your total attendees vs registered participants for planning purposes. If using the Table Seating feature, you will be able to assign unclaimed guest participants to tables to help you plan and seat attendees. If using the Event Day Check In feature, you will be able to see all unclaimed guest attendees and enter their name and details when checking them in.
Keep in mind that sponsor attendees won’t be able to receive communication from your campaign about event updates or reminders if they haven’t signed up in advance.