This guide allows you to quickly use the essential functions of the Guest Manager. The tool includes all the features 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.

Specific guides

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

If you encounter any issues, please consult the knowledge base before contacting support.

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This guide details the key steps to create an invitation with the Guest Manager Infomaniak.

Order of invitation creation

After compiling your guest list, creating an event revolves around these elements:

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

Next, to customize the appearance of the invitation:

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

Next, to configure the sending:

1. name of the invited group
2. name of the organizer
3. Sending email
4. language for automatic messages
5. deadline for registration

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 the insertion of 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 allow the invitee to modify them
2. the addition of fields such as text fields, multiple-choice questions, etc.

Next, to configure the recipients and any potential guests/spouses:

1. which contact list(s) to send the invitation to
2. number of possible guests allowed to accompany the invitee (between 0 and 20)
3. display or not the guest list in the invitation email

Next, to preview and prepare for sending:

1. preview of the message, with the possibility to go back to editing the different elements
2. Enable or disable scheduling the sending for a future date and time (and if yes, when)
3. activation or deactivation of automatic reminders (and if so, on what date & time)
4. sending a quick test to the address of your choice (not deducted from invitation credits)

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

This guide describes the differences between the tools of Ticketing and the Guest Manager.

What is the nature of your event?

• If you are organizing a one-time private event, such as a birthday party, a general assembly or a graduation 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 as well as their attendance.
• On the other hand, the **Ticketing** is better suited for events open to the public or those for which anyone with the link can purchase tickets.

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

Preamble

• Any of your email addresses can be specified for sending invitations from the Guest Manager.
• There will be no issue with an email address already configured for use 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 backup sending address, the same applies to all addresses from domains for which you cannot modify the SPF (read below).
• However, any replies will indeed be sent to the email address you provided.
• For a custom domain email address 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 email address specified, a popup will appear when you click on Next warning you that the SPF must be correctly configured for the emails to be sent from the specified address. Otherwise, the invitations will be sent from the address no-reply@infomaniak.com.

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

Add the Infomaniak SPF to the DNS zone

If you want to use a custom email address to send invitations, you need 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, specifically the chapter “Adding multiple SPF” to avoid replacing your SPF but simply adding Infomaniak's: v=spf1 include:spf.infomaniak.ch -all

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

Preamble

• It is possible to import a contact list
  • of a maximum of 1,000 items
  • in CSV format or possibly already existing on Infomaniak (Ticketing only — Newsletter + Contacts (vcard contacts.infomaniak.com) 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 on 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 on Confirm:
   
6. Read and accept the general terms of use related to the importation of existing email addresses.
7. Choose the method to create your list:
   1. From a CSV file that you can upload from your computer (a sample file can be downloaded on the same page to help format the data)
   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, last name, and first name
      

Merge multiple lists together

To group the contacts from several different lists:

1. Click here to access the management of your product on the Infomaniak Manager (need help?).
2. Click on Manage:
   
3. Click on the action menu ⋮ located to the right of the item concerned by the merge (= 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 must remain (the assistant displays a preview of the effects and changes to expect).
6. Confirm the merge after verification:
   

Export a contact list

To obtain a CSV file of your contact list including the information visible when you display the list on the Manager interface (including the contact creation date):

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

Add contacts, delete addresses, etc.

From the same menu as above, it is possible at any time to add contacts to an existing list or delete them, duplicate lists, etc.

This guide explains how the credit system of the Guest Manager tool works.

Preamble

• The credits for the guest manager are independent of the credits for other products like the Newsletter!
• Infomaniak applies a decreasing credit rate upon purchase.
• For the current pricing list, refer to the pricing page for the guest manager.

Credits for sending invitations

• You start with 200 free credits; 1 credit corresponds to 1 guest or to 1 companion.
• If you send, for example, 100 invitations and allocate 1 companion per invitee, a total of 200 credits will be used.
• The validity period of the credits is unlimited.
• Automatic reminders are free and do not use your credits.

View credits

To access the credits page:

1. Click here to access the management of your product on the Infomaniak Manager (need help?).
2. The number of available credits is displayed on the left:
   
3. Click on Add credits to get the rates and credit history: