Knowledge base

This guide helps you quickly use the essential features of the Guest Manager by Infomaniak, a tool that includes all the functionalities you need to create and manage online invitations.

Getting started with the tool

Discover how to create an event, send your invitations, and track participation in real-time:

• Setting up an invitation - key steps
• Manage contacts
• Send invitations from a custom address
• Difference between invitations and ticketing
• Credit pricing

In case of any issues, please consult the knowledge base before contacting support.

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This guide describes the differences between the Ticketing and Guest Manager tools offered by Infomaniak.

What type of event are you organizing?

• If you are organizing a one-off private event, such as a birthday party, a general meeting, or a graduation ceremony with a well-defined guest list, use the Guest Manager.
  • This tool allows you to create an event, invite the people of your choice, and track their registrations and attendance.
• On the other hand, the Ticketing feature is better suited for events open to the general public or for those where anyone with the link can purchase tickets.

This guide explains how the invitation management system of the Infomaniak Guest Manager tool works.

Introduction

• The invitation quota for the guest manager is independent of the sending volumes of other products, such as the Newsletter!
• Infomaniak applies a tiered pricing system based on the volume purchased.
• To view the current list of prices, go to the guest manager pricing page.

Sending volume and guest management

• You start with 200 free invitations; the calculation is simple: 1 unit = 1 guest or 1 accompanying person.
• For example, if you send 100 invitations and allow 1 accompanying person per guest, a total of 200 units will be deducted from your balance.
• The validity period of your purchased invitations is unlimited.
• Automatic follow-ups are free and are not deducted from your balance.

View your invitation balance

To access the page for managing your balance:

1. Click here to access your product management interface in the Infomaniak Manager (need help?).
2. The number of invitations still available is displayed in the left-hand menu:
   
3. Click on Add credits to view the pricing and history of your top-ups:
   

This guide explains how to manage the email address used to send your invitations with the Infomaniak Guest Manager.

Preamble

• Any of your email addresses can be specified for sending Guest Manager invitations.
• There will be no issue with an email address already configured to be used with Infomaniak.
• For an email address from a generic domain such as outlook.fr or gmail.com the email address no-reply@infomaniak.com will be automatically used as a replacement sending address, the same applies to all domain addresses for which you cannot modify the SPF (read below).
• However, any responses will be sent to the email address you have provided.
• For an email address on a custom domain not yet configured to work with Infomaniak and for which you have access to the DNS zone, refer to the guide below to add the appropriate SPF.

Specify the sending email address

The email address from which your invitations will be sent must be entered in the first step of configuring your invitations (after creating your subscriber lists):

Depending on the specified email address, a popup appears when you click on Next warning you that the SPF must be correctly configured for the sends to be made from the address in question. Otherwise, the invitations will be sent from a no-reply@infomaniak.com address.

You can still review and modify the address in the last step by clicking on the pencil icon ✎:

Add the Infomaniak SPF in the DNS zone

If you want to use a custom email address to send invitations, it is necessary to check and, if necessary, modify the SPF record of your domain to authorize Infomaniak to send emails on your behalf.

Refer to this guide especially the chapter “Add multiple SPF” to not replace your SPF but simply add Infomaniak's: v=spf1 include:spf.infomaniak.ch -all

This guide explains how to create, import, and manage contact lists in the Infomaniak Guest Manager.

Introduction

• You can import a list of contacts:
  • maximum of 1000 entries
  • in CSV format, or an existing list on Infomaniak (Ticketing only — Newsletter + Contacts (vcard ksuite.infomaniak.com/contacts) excluded)

Create a contact list

The contacts in the Guest Manager are independent of your events. The list can be created and used for multiple events:

1. Click here to access the management of your product in the Infomaniak Manager (need help?).
2. Click on Create a list:
   
3. Click on the Add button.
4. Enter a name for your first contact list.
5. Click Confirm:
   
6. Read and accept the terms and conditions regarding the import of existing email addresses.
7. Choose the method for creating your list:
   1. From a CSV file that you can upload from your computer (an example file can be downloaded on the same page to help with data formatting).
   2. From an existing list — if you have already created contact lists.
   3. Automatic import from Infomaniak's ticketing tool.
   4. Add a single contact by manually entering the email address, first name, and last name
      

Merge multiple lists

To group contacts from different lists:

1. Click here to access your product management in the Infomaniak Manager (need help?).
2. Click on Manage:
   
3. Click on the action menu ⋮ located to the right of the item to be merged (i.e., the list you want to keep).
4. Click on Merge:
   
5. An assistant allows you to select another item from your contact lists, which will be archived after its content is sent to the list that should remain (the assistant displays a preview of the expected effects and modifications).
6. Confirm the merge after verification:
   

Export a contact list

To obtain a CSV file of your contact list, including the information displayed when you view the list in the Manager interface (including the contact creation date field):

1. Click here to access the management of your product in the Infomaniak Manager (need help?).
2. Click on Manage:
   
3. Click on the action menu ⋮ located to the right of the item in question.
4. Click on Export:
   
5. Save the .csv file to your device.

Add contacts, delete addresses, etc.

From the same menu as above, you can add contacts to an existing list or remove them at any time, duplicate lists, etc.

This guide details the key steps for creating an invitation using the Infomaniak Guest Manager.

Invitation creation order

After creating your guest list, creating an event involves the following elements:

1. a name for the event
2. a date and time for the start of the event
3. a date and time for the event end (optional)
4. check guest access during the event using a QR code (optional)
5. location of the event
6. an event type (opening, birthday, meal, etc.)

Next, to customize the invitation's appearance:

1. a logo
2. a banner
3. the colors

Next, to configure sending:

1. Name of the invited group
2. Name of the organizer
3. Email address for sending
4. Language for automated messages
5. Registration deadline

Next, to complete the content of the invitation email and the event registration confirmation email:

1. Subject of the email
2. filling in the content (including inserting variables/custom fields based on the recipient)

Next, to customize the information requested during event registration (if the person accepts the invitation by clicking the button in the email):

1. the pre-filled fields (name, first name, email address) and whether or not to enable the option for the guest to edit them.
2. the addition of fields such as text fields, multiple-choice questions, etc.

Next, to configure the recipients and any accompanying persons/spouses:

1. to which contact list(s) should the invitation be sent?
2. number of people allowed to accompany the guest (between 0 and 20)
3. show or hide the list of guests in the invitation email

Next, to preview and prepare the sending:

1. Preview of the message, with the option to return to editing the various elements.
2. Enable or disable the scheduling of the message to be sent in the future (and if so, on what date & time).
3. enable or disable automatic reminders (and if so, set the date and time)
4. send a quick test to the email address of your choice (this will not be deducted from your invitation credits)

The invitation creation can be saved as a draft at any of these steps and you can return to its editing mode at any time from the main page: