With Eventdrive, you have the ability to create automations that will help you work around missing features. In this article, we will explain step-by-step how to allow your attendees to be represented by another person.
The "Be represented" feature allows your attendees to decline the invitation while sending another person to replace them.
Registration forms to create
How to build my representative form?
How to build my invitation email?
How to create my automation?
How to prepare my event?
How to allow attendees to be represented by another person ?
Registration forms to create
At a minimum, you must create 2 registration forms.
The first one will be the basic form without the possibility to be represented. Build it with the desired fields. It will be used by attendees and representatives to confirm their registration.
The second form will be the form exclusively for being represented. This form must be built with the information you wish to ask the main attendee and the information you need from the representative.
How to build my representative form?
Step One
The representative form must offer the option to add a Guest. To activate this option, go to your form settings.
Replace the 0 with 1 in the option "Number of guests that can be added by main attendees".
The text of the button "+ Add a guest" cannot be modified; remember to inform your main attendees via a text field that they must click on it to be represented.
Step Two
Once guests are authorized, you can modify the visibility of your form fields. This will allow for a different display depending on whether the main attendee is filling out their form or their representative's form.
To modify it, you must click on your form fields from the editor and use the dropdown menu where "All attendees" is indicated by default.
Note: It is important to make the email mandatory for guests.
Without an email, you will not be able to communicate with the representative.[Learn more about guest management]
How to build my invitation email?
Step Three
Your first email must be composed of at least:
A link to the basic registration form (so that the attendee accepts or declines the invitation).
A link to the registration form to be represented (to trigger the future automation).
This email will be sent to attendees to whom you give the possibility of being represented.
Step Four
The second email must be built with a link to the basic registration form and a link to decline the invitation. This email will be sent to your attendees who do not have your authorization to be represented, as well as to the representatives.
[Learn more about email creation]
How to create my automation?
Step Five
From the menu Plan -> Automation, create your "Be represented" automation by following these rules:
Trigger: When the attendee -> Registers for the event via -> the representative form
Conditions: None
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Actions:
Send -> invitation email without representative -> to the attendee's guests
Set status to -> Attendee -> Declined
Set status to -> The attendee's guests -> Awaiting for answer
This automation triggers when the main attendee has registered via the "Representative Form" and allows sending a registration email to the representative, unsubscribing the main attendee who cannot attend the event, and then switching the representative to "Awaiting for answer" status because they have not yet confirmed their presence at the event.
Step Six
The most important thing is to test your automation by following the attendee journey. Send yourself the invitation campaign and register by trying to be represented.