Hi Kris,
Hope you are well.
You can run the 'Event Participant Details' report in the event and you'll get the 'Event Check-Out Time' for the invitees.
Unfortunately, there is no direct way to send the email to these invitees. However, we do have two ways to achieve this:
1. Using Contact group to send the email.
- You can export the report and create a new excel file with the column headers as 'First Name, Last name, Email address' and add the details of only those who have checked out and save the file.
- Go to your account > Click on the App Switcher icon at top right > Select Contacts > Click on Imports.
- Select 'Insert new contacts and update existing contacts' and select 'Email address' option > Next > Select your file that you created > Next.
- map the fields in your file to those of Cvent fields > Next.
- Under 'Contact Groups' section, click on 'Add Contact Group' > select 'Add to a new group' > Give a name to this new contact group > Type - Standard > save.
- Scroll down to the bottom > Next > Scroll down > Finish.
Once the invitees are added to this new contact group, go to your event > Emails > Event emails > click on the email you created with Certificate link > Send > Manually > On the left hand side, it will show 'All Contact Groups' in a drop down. Click on that Drop Down and select the new contact group that you created > It will show the names of those who have checked out > Select all > Send email > confirm.
2. Using Internal Information question to add a filter in the email :
- Go to your event > Attendees > Internal Information.
- Add a Text field question here like - Check out time and save the changes.
- Now, click on 'Import Answers' button at top right > click on the first 'Download a file'. It will download a .txt file with the fields you need to have in your answer file.
- Copy the contents and paste then in an excel file. You would need column headers as 'First Name, Last name, Email Address, Confirmation Number and the exact question text you added'.
- Add the details of the attendees and their check out time. and save the file.
- Go back to Import Answers > add your file > Map the fields > Finish.
- Now, please go to Emails > Event emails > Click on the email you want to send out.
- Send > Manually > click on Advanced search on right hand side.
- Scroll down to Advanced filters > Click on the drop down and search for the question under 'Internal Information question' at the bottom of the list > Operator > Not blank > search.
- It will show the names of those who have the internal information question response imported for them.
- Select all > send email > confirm.
You can also refer to the following articles :
Importing Event Contacts == Link : https://support.cvent.com/s/communityarticle/Importing-Event-Contacts
How do I invite an entire contact group to my event? == Link : https://support.cvent.com/s/communityarticle/How-do-I-invite-an-entire-contact-group-to-my-event?is_article=true&lang=en_US&searchFor=Contact%20group&page=1
Creating Internal Information Questions == Link : https://support.cvent.com/s/communityarticle/Creating-Internal-Information-Questions?is_article=true&lang=en_US&searchFor=Internal%20information&page=1
Importing Internal Information Answers == Link : https://support.cvent.com/s/communityarticle/Importing-Internal-Information-Answers?is_article=true&lang=en_US&searchFor=Internal%20information&page=1
Manually Sending Event Emails == Link : https://support.cvent.com/s/communityarticle/Manually-Sending-Event-Emails?is_article=true&lang=en_US&searchFor=Advanced%20search%20in%20email&page=1
I hope this helps. Please let us know if you have any further questions.
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Raashi Semwal Khati
Senior Quality Analyst
Cvent
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Original Message:
Sent: 07-28-2023 14:00
From: Kris Ellis
Subject: OnArrival Checkout Mode
I set up OnArrival checkout mode for attendees who wanted professional development hours, so they could show they stayed till the end of the conference. Now, I need to figure out how to use that info to email a certificate to only the ones who checked out. Any ideas?
#OnArrival
#Registration
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Kris Ellis
Director of Programs
California League of Educators
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