What if I have already registered my users elsewhere?
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Problem
We are often asked what happens if a client has already used a 3rd party registration form to register users to attend an event. Perhaps, they were thinking of doing a live event and had to move virtual last minute? That could be the case, and there are ways around that we can help you with.
Solution
There isn’t a single one solution that works for everyone, but first let’s have a look at some general points that need to be followed so that your already registered users can be uploaded into our system.
In order for your event platform to be built and accessible we need to:
Have an iVent registration page in place - everything in your event, including content and data is linked to that registration page.
This can either be an ‘access’ registration page - which means that nobody will actually register on it, but you can map your existing data fields onto it. This is necessary for any user upload.
Or it can be setup as a ‘complete' registration page - meaning that it will be accessible for any new registrations in addition to you uploading users you have already registered.
All attendees need to be either uploaded or registered with iVent - this is so that their profiles are created and they can access the event on the day.
To explain the options that are possible, here are a few scenarios:
Scenario 1 - Registered users elsewhere, I want to upload them into iVent and don’t need to collect any new registrations
It’s simple, we create an ‘access' registration page so it’s only used for uploading your already registered users into iVent.
We give you access to the Admin Area so that you can upload your users.
What do we need from you?
Fields that you want to map across, so that we can build them into our ‘access’ page.
Please note that any drop downs will have to be used as open text fields so that you can easily map all of your existing fields to match with ours.
Scenario 2 - Registered users elsewhere, I want to upload them into iVent and do need to collect new registrations through iVent
We need to build your registration with all the fields you would like to include, incl. designed banners and headers. See here an example registration page.
You can then use this registration form to market to your new registrants to register through iVent form going forward.
We give you access to the Admin Area so that you can upload your existing users.
Please note that you can only upload First Name, Last Name, Email, Password in this scenario.
What do we need from you?
Fields that you want to map across, so that we can build them into our ‘access’ page.
Design elements such as headers, banners, video or any side images you want to include.
Some other FAQs
Q: How many times can I upload my users?
A: As many times as you want, there is no restriction on that.
Q: Can I upload my users in bulk or in batches?
A: You can upload 100s or just a few users at a time, again, there is no restriction on that.
Q: What happens if I upload users, and happen to re-upload them again?
A: Our system will not accept a user with the same email address to be re-uploaded and be overwritten. The system will tell you if that user already exists once the upload is complete.
Q: How do I upload my users and what are the steps?
A: Go here for more info on how to upload your existing users
Q: Can I upload users even when my event is live?
A: Yes, you can do that. There is no restriction on how many times or when you upload your users. Keep in mind that it’s a manual process and you leave enough time to communicate users login details.
Not sure if either of those scenarios applies to you? Speak to your iVent project team.