Manage Invitees
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
The Manage Invitees page is available once the event is created and allows you to manage the invitation list for the event. You can add and remove invitees, review invitees’ address and contact information, and mark invitees as being invited. Sort and search features make finding a particular invitee easy.
Note
When working with multi-part events, invitees may be handled at the main or individual sub-event. When registration is handled at the main event level, invitees for the main and related sub-events are managed from the main event. When registration is handled at the sub-event level, invitee lists are independent of one another or may not exist at all. It depends on how the main event and related sub-events were set up.
Adding Invitees
You can add invitees one at a time or multiple at a time using file import or an InfoMaker query. If an invitee is not in J1 Web, the Create person/organization in J1 Web option is available. This adds them to the invitee list, but it does not add them to J1 Desktop or grant them access to J1 Web.
Importing Invitees from a File
Invitees can be imported using an .xls or .xlsx file.
Tip
Apple devices do not currently support the ability to upload an Excel spreadsheet file. To import invitees from a spreadsheet, use another web-enabled device or computer.
For the import to work successfully, the required columns listed below must include corresponding information. This ensures there is a way to contact/send invitations to the invitees included in the file. Column headings cannot include spaces, but capitalizations do not have to be identical to what is shown below. Your file may include additional columns, but they will not be imported.
Required Columns
LastName (required information)
FirstName (required information)
MiddleName
IDNumber (if not available, one form of contact information required)
AddressLine1
AddressLine2
City
State (in abbreviated form)
Zip
EmailAddress
PhoneNumber
Importing Invitees Using an InfoMaker Query
If you have the appropriate InfoMaker permissions and access, you can set up your own InfoMaker reports or queries for J1 Web Events Management. For example, your school may host an annual fundraiser that typically includes the same attendees. You can create an InfoMaker report that pulls those attendees and quickly create your invitation list in J1 Web each year. You could also set up a report that only includes users who have actively participated in previous events to ensure events have greater attendance rates.
You can include invitees you have added in J1 Web using the Add Person/Organization feature that are not included in J1 Desktop (Name Entity window). Any contact information added in J1 Web for the person/organization is automatically available in the query results.
Sending Invitations
Note
An event does not have to be scheduled before creating the invitee list; however, it must be scheduled before invitations can be marked sent.
When the invitee list is finalized and the event is scheduled, you can send event invitations. Invitations can be sent independently of J1 Web (e.g., mail or evite) or using J1 Desktop Communications Management (Notepad) and the J1 Web Event Action Items feature. If you are sending invitations using Notepad, you can set up your actions and action items to automatically mark invitees as having been sent invitations when the daily procedure is run and the action completed.
Tip
Invitees must exist in J1 Desktop (Users window) and the appropriate actions/action lists must be set up in J1 Desktop Notepad to use the automated Notepad features.
If you are not sending invitations using Notepad and event action items, you can manually mark your invitees as Invitation sent.
Using J1 Desktop Communications Management to Send Invitations and Track Invitees
The Manage Event Action Items feature is available throughout the event process and allows you to tie an invitee’s status to J1 Desktop Communication Management (Notepad) tasks to which you have access. You can tie actions to invitees/participants and create action lists that help you keep track of completed and remaining tasks.
Notice
You can set up an email mail merge action that gets added to invitees who are in J1 Desktop as users. Once the daily procedure is run, those invitees will receive their invite and they will be updated in J1 Web as having been sent an invitation.
You can set up additional actions in Notepad that tracks their responses so that when an invitee registers for the event, the Manage Participants page in J1 Web reflects their response.
Tracking Invitees
Once invitees have been sent their invitation:
Review your invitee list to add or remove additional invitees as needed.
If the event is set up for pre- and/or pre-/on-site registration, they can be registered or marked as declined from the Manage Participants page. If you've set up J1 Desktop Notepad action/action lists to automate the registration process, you can monitor responses from the Manage Participants page.
They can no longer be removed from the invitee list. You can mark them as declining the invitation or not responding from the Manage Participants page.
In the blank field next to the Add invitee button, start typing the name of the person you want to add to the invitee list.
Select the person you want to add from the drop-down.
Tip
If the person doesn't exist in J1 Web, you can add them with the steps below.
Click the Create person in J1 link to open the Add Person pop-up.
Enter as much information about the person as possible.
Click Add.
Tip
You can remove invitees one at a time or multiple at once.
Remove Individual Invitees
Find the invitee by name or contact information using either the Filter these participants field or the Name column heading.
Click the Remove icon next to the invitees name.
Click Remove invitee in the confirmation pop-up.
Remove Multiple Invitees
Select the checkboxes for the invitees you want to remove.
Tip
To select all the checkboxes at one time, select the All checkbox at the top of the list.
From the Choose an option drop-down, select Remove from invitee list.
Click Apply.
Click Remove invitees in the confirmation pop-up.
Click the Expand icon to view any existing address, email, and phone number information.
Click on the invitee name to view existing detailed information about them. If they are a J1 Web user, the Person page appears with available information. If they are not a J1 Web user, the Review Person/Organization without J1 ID Details page appears.
Use the Filter these participants field to search for a specific invitee.
Use the Show Only checkboxes to filter invitees by invited or not invited status.
Click on the column headings to sort by name and status.
Note
Notepad actions and action lists can be associated with invitees to automate event processes. Actions and action lists created in J1 Desktop (e.g., send invitation or track invite response) can be associated with the invitee's notepad and the corresponding event or event status in J1 Web.
Actions and action lists can only be applied to invitees in J1 Desktop. If most of your invitees are outside of J1 Desktop, this feature may not be useful for automating the invitation process.
Select the invitees you want to associate with a J1 Desktop action, action list, or both.
From the Choose an option drop-down, select Apply an action, Apply an action list, or Apply an action and action list.
Click Apply.
Click Apply to close the pop-up.
Note
The action/action list is added to the invitees' notepad where it will be applied when the daily procedure runs.
Select the invitees you want to mark as having been sent an invitation.
Select Mark as invite sent from the Choose an option drop-down.
Click Apply.
Select the invitees you want to mark as not having been sent an invitation.
Select Mark as invite not sent from the Choose an option drop-down.
Click Apply.
An asterisk indicates the invitee has been added to J1 Web without a J1 ID. They cannot access J1 Web or be assigned to a J1 Web role until they have been added to J1 Desktop. This is typically fine as most invitees being added won't require J1 Web access.
If they are a J1 user, this information may not be in the system. Check the J1 Desktop Users window to verify their contact information.
If they are not a J1 user, their information may not have been added to the system. Click on their name to see or add contact information.
The different unverified match messages, explanations, and resolutions are below.
New invitee indicates the imported invitee is not the same as the matched individual and changes the match status to New invitee. Select match indicates the imported invitee matches the select individual that exists in the system and changes the status to verified match.
Invalid format indicates the address, phone number, or name does not match the required import format and the invitee cannot be added. To add the invitee, update the information in the file and re-import.
Invalid ID indicates the ID number in the import doesn’t match any of the ID numbers in J1 Web. The invitee cannot be added. To add the invitee, update the ID number in the file and re-import.
Resolve duplicate match in this example shows the ID number in the import file is tied to someone else in J1 Desktop. You can select the person in the import file or the J1 Desktop person whose ID matches the one in the import file.
Tip
If you use the person in the import file, the information for the person in J1 Desktop with the same ID number is not modified.
Missing contact information indicates the import file doesn’t include the required full name, address, and/or phone number information for the invitee. The invitee cannot be added. To add the invitee, update the information in the file and re-import.
Tip
Additional tips for unverified information for file imports:
Individuals in the import file who aren’t in J1 Desktop or J1 Web are identified as new invitees. You can review their information and click New invitee to add them to the invitee list. Once added, the new invitee option is disabled.
Individuals in the import file who match an individual on the invitee list, but have different contact information can be added as a new invitee.
Review Resolve duplicate match invitees and determine if the invitee in the file is a new invitee to be added or if they match an existing name tt should be added to or is already on the invitee list.
There are several reasons why you might not be able to add an invitee from the file.
The invitee could already be on your invitee list
The invitee may be in an invalid format
The invitee might already in the system
The event may be in progress or completed. Once an event is in progress or completed, the invitee list an no longer be updated. This includes sub-events that may be related to a main event that hasn't completed yet.
Not at this time. Log in to Infomaker and make changes in the EventWebReport.pbl to update queries that are available on the Manage Invitees page.