8.2 - Attendees, Guest Speaker and Volunteer Associations

8.2 - Attendees, Guest Speaker and Volunteer Associations

In the campaign’s module related list, you can find all the attendees’ information in the contacts related list.  Anyone who books for an event through the backstage website, they will appear as attendee contact type automatically in the Contacts module and will also be associated with the particular event they signed up. 

You will use this related list for managing 3 prospects such as Attendees, Volunteers and Guest Speakers. In the below screenshot, I have selected “Volunteer is Not selected” which brings all the attendees contact types who have bought tickets via Zoho Backstage. 





You can also see the contact type Guest speaker “Mitsue Tollner” who has been invited to speak in the event and has also confirmed their RSVP status to speak in the particular event. You can change the member status according to their consent. 

Below is the screenshot where you can see “Volunteer is Selected” which lists all the volunteers  planned, invited, and opted out for the event. 





8.2.1. Steps involved in associating contacts in campaigns module

Step 1: Invite Prospects by clicking the “Invite Prospects” button in the right corner of the Contacts module. 


Step 2: You will be popped up with the contacts database where you can use the filter options to select the required contact types. For example if I had to select the volunteer based on the availabilities, skills, etc. I can do so by following the below screenshot in contact database. 



You can filter according to the event requirements to get the required volunteers and associate them by clicking on the “Apply Filter” button in the dialogue box. 


Step 3: You can then select the contacts in the list and click on Next button which will open the below campaign member status box. You can put it to Planned status as your just in the planning phase. 




Step 4: You can then select all the volunteers by clicking on the checkbox as shown below. Once you select volunteer then you will have options to send them invitation emails as shown below. You can have email templates created and stored in the “Templates” section which can be selected at this point. 






Step 5: Once the invitation email is sent you can mass update the member status as “invited” as shown below and when they respond you can update the member status as Confirmed or Opted out based on their response. 





Above is the screenshot where you can see the member status column with a few volunteer who have confirmed their presence for the event, and one volunteer names as “Luke Bobby Nedunchelian” opted out and one volunteer named as “ henry Ryan” who haven’t responded for the email.




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