Manage event invitation responses

As people respond to your event invitations, whether you specifically invited them or they signed up from your published calendar, their responses are recorded in the Event Registration form. In this form you can track and edit responses, invite people on the waiting list to attend, export the registration information to a .csv file, and more.

• I haven't sent an invitation yet. How do I do that?
• Could you show me an overview of the event registration process?

Topic links

• Open the Event Registration form
• Track the status of responses
• Update response information or resend an invitation
• Add or remove people in the invitation list
• Manage the waiting list
• Add self-invited attendees to your Address Book
• Export the registration information

Open the Event Registration form

You manage responses to your invitations on the Event Registration form.

To open the form

• Click the arrow beside the event description on a calendar, and then click Event Registration.

  

Note If the event is a repeating series, you must open the Event Registration form for each occurrence of the event. People can accept, decline, or tentatively accept each event individually.

Track the status of responses

In the Registered Person list in the Event Registration form, you always have an up-to-date record of how many people have responded, who you invited, who signed up, who is on the waiting list, and how many have accepted or declined.

The summary statement beneath the list provides attendance statistics at a glance.

Update response information or resend an invitation

You have control over some of the information in the event registration list. You can change:

• The attendance status of anyone in the Registered Person list.
• The number of guests a person is bringing.
• The comments for a particular person.
• When to send a new invitation or reminder.

For example, you can resend email invitations to people who haven't responded. Or, if someone who previously accepted can no longer attend, you can change that person's response to Decline.

To update responses or resend an invitation

1. In the Event Registration form, click Edit Responses.

   The form changes so that you are able to edit some of the fields.

2. Take any of the following actions:

   In the Response column, change the response status.

   In the No. column, update the number attending.

   In the Send column, select:

   • Invitation if you want to send an invitation for the first time.
   • Reminder if you want to resend an invitation to a person who hasn't responded.
   • Waiting List if you want to invite a person from the waiting list to attend.

In the Comments column, add your own comments or replace, delete, or edit guests' comments.

Note If you have chosen to make the invitaton list public, edits you make to people's responses are visible in the Trumba event actions window where people respond.

3. Click Update Responses.

   Except for waiting lists, when you update a setting in the list, the date in the Response Date column reflects the date you make changes. The Response Date column for people on the waiting list, however, always reflects the date on which people originally signed up. That way, if spaces open up, you can invite people to the event on a first come-first served basis.

4. Click OK to close the Event Registration form and save the changes you made. Any changes that require an email update to attendees is sent after you close the form.

Add or remove people in the invitation list

After you create and send event invitations, you can change the invitation list by inviting more people or uninviting people you originally invited.

1. Open the Event Registration form.
2. Do either of the following:
   • To invite more people, click the Distribution List tab, and then add the new people to your distribution list.

     When you've added everyone, return to the Event Registration tab. The text new - an email invitation will be sent appears in the Comments column for each new person you added.

   • To uninvite people you previously invited, select the check box next to the people's names or email addresses or click the Registered Person column heading to select all the check boxes. Then click Remove from List.

     Note People you uninvite will automatically receive an email message that explains that they have been removed from the invitation list.

3. Click OK.

Manage the waiting list

If you decided to set up a waiting list for an event with limited attendance, you may end up with a sizeable number of people on that list. The Event Registration form makes it easy for you to:

• View the waiting list and the order in which people added themselves.
• Invite people from the waiting list.
• Delete the entire list.

View the waiting list

To view only the waiting list:

1. Open the Event Registration form.
2. In the View drop-down list, select Waiting list only.

   

3. The Response Date column lists the date and time that each person on the waiting list signed up for the event. Based on that information, you can decide who to invite first if some spaces open up.

   

Invite people from the waiting list

If people who originally planned to attend your event change their plans and drop out, or you increase the number of people who can attend, you might want to invite people from the waiting list.

1. Open the Event Registration form.
2. In the View entire list drop-down list, select Waiting list only to display only people on the waiting list.

   

3. Select the check box next to the names or email addresses of the people on the waiting list whom you want to invite.
4. Click Invite from Waiting List.

   For each person you selected, the value in the Response column changes to Tentative, and the value in the Send column changes to Waiting List.

5. Click OK.

   The invitation email is sent after you close the form.

Delete the waiting list

If the registration deadline has passed and there are no spaces available, you might want to delete the entire waiting list.

1. Open the Event Registration form.
2. In the View drop-down list, choose Waiting list only.
3. Click Registered Person to select all of the people on the waiting list.
4. Click Delete Waiting List.
5. Click OK.

Add self-invited attendees to your Address Book

When people sign up to attend an event for which you created an open invitation, you can expand your mailing list by adding their email addresses to your Trumba Address Book.

To add self-invited guests to your Address Book

1. Select the check boxes next to the names of the self-invited guests, and then click Add to Address Book.
2. Click OK to add the email addresses to your Address Book.

Export the registration information

After you create an invitation and people respond, you may want to export the invitation list and other data so you can open it in Microsoft® Office Excel or another spreadsheet or database program.

The exported file is a text file in comma separated values format (.csv). It contains all of the attendance information about your invitation list, along with each person's email address.

Tip When you export your registration data, only the data that has been saved to the database is exported. For example, if you invite someone new and export before you click OK to save the changes, the new person will not appear in the exported list.

To export an invitation list

1. On your calendar, click the arrow to the left of the event with an invitation list you want to export, and then click Event Registration.
2. In the Event Registration form, under the invitation list, click Export Registration Data.
3. In the dialog box, choose the program with which you want to open the .csv file, or save the file to your computer.