Create a Ticketed Event That is By Invite Only

Do you host events such as club pickup parties where you want to limit who has access to register for the event? This can all be done with CellarPass' "Invitation" feature in ticketing.

Once you've determined how you would like to manage your lists, the next step is creating the lists themselves.

Creating & Managing Invite Lists
You'll need to first create a list within CellarPass to manage who is allowed to register for your event.

1. Log into the CellarPass backoffice by going to www.cellarpass.com/manage

2. Click the Guests main menu.

3. Select the List Management from the submenu.

4. If you have existing lists, they will be displayed here.

5. To create a new list, click the New List button located in the top right-hand corner of the screen.

6. Enter the name of your new List.

7. Click the Create List button after entering a unique name.

8. Now that your list has been created, it's time to add guest records.

Adding Customers to Lists

1. Click the Guests menu item.
2. Select the List Management submenu.
3. If you have existing lists, they will be displayed here.
4. To add additional members to a list, click the list name.
5. From the More Actions menu located in the top right, select Add Customers.
6. A list of options will be presented to you once you select a list.

There are 3 standard methods to adding customers to a list:

1. Manually Adding Guests is the simplest way of adding members. Click the Add Customers button and enter the data into the fields. Only the email address field is required.

            a. Email Address (required)

            b. First Name 

            c. Last Name

            d. Phone (enter phone number in this format 555-555-1212)

            e. Field 1 (this is ideal for printing badges)

            f. Field 2 (this is ideal for printing badges)

2. Import From Spreadsheet is the fastest way to load in bulk data (max 10,000 records per import). We recommend downloading the example import sheet format which is available by clicking the "Sample .xls" button.

This will download a sample version that you can copy your data into. It's important that the ORDER, or the NAMES of any of the columns are NOT removed or the import will be rejected. If you do not have data for a column (other than an email address, which is required), leave the field blank.

We recommend that you add your own email address for testing purposes.

Be sure to save your Excel file before importing.

1. Click Import from Spreadsheet option
2. Click Choose File
3. Location the Excel File on your computer.
4. Select Open from the file browser window.
5. Click Preview to see a sample view of your data you are about to import.
6. Be sure your Column Headers match the expected source data such as First Name column matching FName data.
7. Click Upload & Save will start the importing of your date.
8. Once completed, you will receive a message containing the number of records added, noting that any duplicative emails will not be imported more than once.

3. Import from Past Events is a quick way to create a new List that is based on Ticket holders from past Events. Simply select all the Past Events by clicking the checkbox to the left, then click Save Guests.

4. Import Guests from Integrated Partner (optional integration required) allows you to pull in members based on your available Contact Lists within some of our integrated partners. Click the "Search" button, then click the checkbox to the left and then select the "Add" button to bring those members into your Lists. Integrated Partners that support this feature: Wine Direct, OrderPort and Commerce 7.

Special Note:

All data fields are limited to 50 characters max. Attempting to import more than 50 characters per field will result in possible import failures and additional failures when using an Invite List that includes fields with more than 50 characters in combination with a Exceptions conversion run.

Assigning Lists to Ticketed Event
Now you are all set to map the List you created above to your ticketed event. Once you enable this feature, understand that this will prevent anyone that is not on your lists to register or purchase tickets.

1. Select Ticketing from the main menu.

2. Select Events from the submenu.

3. Click on the Event you wish to assign the List to.

4. From the submenu, select Marketing & Discounts.

5. Scroll down to Event Accessibility section and click [+ More]] link. 

6. Check the Requires Guest to be on a list to purchase.

7. Click into Choose List(s) box and select either a single list, or multiple lists.

8. Click Save button.