All Collections
Visitor Management
Pre-registration ๐Ÿ“ง
How to create a group invite from Genea web app?
How to create a group invite from Genea web app?

If youโ€™re expecting a large group of visitors, the group invite feature will help you speed up the process.

Ankita Chakraborty avatar
Written by Ankita Chakraborty
Updated over a week ago

If you're anticipating a significant number of visitors, the group invite feature can greatly facilitate the invitation process, saving you time and effort. Instead of individually inviting each person, the group invite feature allows you to send invitations to multiple individuals simultaneously. This feature is particularly valuable in the context of events.
โ€‹

With the group invite feature, you can include a standardized message or note that applies to all recipients of the invitation. This eliminates the need to craft individual messages for each person, ensuring consistency and efficiency. Furthermore, you have the option to include private notes specifically intended for the person who will be greeting your visitors, providing them with valuable information or instructions.
โ€‹

By utilizing the group invite feature, you can streamline the invitation process, ensuring that all necessary information reaches your intended audience promptly and effortlessly. It simplifies the task of managing large groups of visitors, making the entire process more organized and convenient for both you and your invitees.
โ€‹
โ€‹

About the group invite feature

If you're utilizing registration to enhance group invitations, here's a valuable tip: create all your invites at once. This approach is simple to execute and significantly faster than filling out individual invite forms for each person you're expecting.
โ€‹
โ€‹

To ensure a smooth group invite process, it is recommended to generate bulk invites rather than tackling them one by one. By leveraging this feature, you can efficiently send out invitations to a large number of individuals simultaneously.
โ€‹
โ€‹

IMPORTANT NOTES:
โ€‹

  1. Please be aware that a maximum of 100 bulk invites can be created in one process for security purposes. However, there are no limitations on the number of individual invites you can send.

  2. Initially, the Excel grid is set to display 15 rows. As you enter data and reach the last row, additional rows will dynamically appear to accommodate your needs.

Functionalities available in group invite Excel grid:

Genea incorporates a component that resembles an Excel-like tool, designed to streamline the process of uploading group invite data to the Genea application. This embedded Excel feature offers users a seamless and familiar spreadsheet experience, ensuring efficient data management.

Within the embedded Excel tool, several convenient features have been integrated, including:

1. Copy and Paste: Users can easily copy and paste data from an external source directly into the spreadsheet, enabling swift data entry and eliminating the need for manual typing.

2. Internal Copy and Paste: It is also possible to copy and paste data from one cell to another within the spreadsheet itself, allowing for quick data manipulation and organization.

3. Column Dragging: Users have the ability to drag columns from the bottom right corner, simplifying the process of rearranging and reordering data within the spreadsheet.

4. Clearing the Spreadsheet: The option to clear the entire spreadsheet is available, allowing users to remove all data in one action, providing a clean slate for new entries or modifications.

5. Column Resizing: The spreadsheet allows users to adjust the width of columns, ensuring optimal visibility and readability of data.

How to create a group invite?

1. Navigate to Visitor Management > Visitors under your admin dashboard. Click on "New Invite". You will get two options - Single Invite and Group Invite. Select the "Group Invite" option.
โ€‹
โ€‹

2. You will be directed to an embedded spreadsheet where you can conveniently enter the visitor details. Please note that fields marked with '*' are mandatory, and the invite cannot be saved without filling in these required fields. Once you have entered the necessary information, simply click on the "Save" button to save the invite and proceed with the group invitation process.
โ€‹

Please note that the 'Visitor Email' field is optional unless the 'Your Email Address' field is marked as required in the Visitor Type check-in fields. In other words, if 'Your Email Address' is set as required, all invites created with the 'Visitor' type in the Group invitation process must include an email address as a mandatory input.

3. Once all error-free invites are created, you can find and access them conveniently on your Invitation dashboard.
โ€‹

When a host creates an pre-registered group invites for a visitor without an email address, the application assigns them a 'Registered' status. This means that these invitee(s) won't receive digital email notifications or invitations.

Error validations:

If any fields contain errors, you will have the opportunity to view the specific error, make necessary adjustments to the invite, and resubmit the spreadsheet. This allows you to easily correct any issues or missing information before proceeding with the invitation process.
โ€‹

Resetting the spreadsheet data:

To clear all data from the grid and start fresh, simply click on the "Reset" button. This action will remove all existing data in the grid, providing a clean slate for you to begin a new.
โ€‹

Learn more on visitor pre-registration process here.
โ€‹
โ€‹If you have any questions about this feature or have any other requests, please reach out to acsupport@getgenea.com.

Did this answer your question?