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Contact management plays a crucial role in event organization. In this article we will explain the main features of contact management in Oniva, from creating individual contacts to organizing contact groups.
Guest management is the process of managing information about people who attend or are expected to attend an event. This includes collecting, editing, and managing contact information, as well as organizing contacts into groups for targeted communication. Contacts can be created manually, imported from Excel, or imported from a user profile. Each contact is assigned a personal event link that guests can use to access the event.
Oniva treats contacts and bookings as two separate entities that are closely related. Contacts include all information about people who are either attending the event or are potential attendees, regardless of their current booking status. Bookings, on the other hand, are the actual registrations made by attendees for the event. While contacts provide a comprehensive list of all potential attendees, bookings provide a more detailed view of actual attendance at an event. In some configurations, it's also possible for a contact to have multiple bookings.
Import from Excel or accounts
In Oniva, contacts can be added either through an Excel import or through accounts. If accounts exist for the target audience (e.g. employees), users can be imported directly from the accounts and the data stored there (e.g. preferred language, gender, username, etc.) can be used. If people outside the system need to be added to the contact list, their data can be imported via Excel.
Please note that only the identifier is a required field. If you do not provide any information for the other fields, they will simply be left blank and can be filled in by the user when registering for the event.
Je nach Größe des Imports kann es einige Zeit dauern, bis der Import abgeschlossen ist. Der Status des Imports kann durch Klicken auf Protokolle in der rechten oberen Ecke der Kontakte eingesehen werden. Das System zeigt auch an, wie viele Kontakte erstellt, aktualisiert, gelöscht und übersprungen wurden. Übersprungen bedeutet, dass das System die Person nicht erfassen konnte, weil eine Information (z. B. E-Mail-Adresse) fehlte oder falsch war oder weil der Datensatz bereits existiert und Aktualisieren nicht ausgewählt wurde.
Contact groups are a useful feature that allows you to organize your contacts into subgroups for better management and targeted communication. You can create contact groups directly under the "Contacts" menu. You can either use existing filters or search terms to pre-select your contact list, or you can manually select the desired contacts. Then, you can add them to the appropriate contact group. If you want to assign a contact group during the import of contacts, you can do so in the advanced options of the import process, either by creating a new group or selecting an existing one.
If you want to create a contact group based on criteria other than the available filters, you can also do this through an import. To do this, prepare an Excel file containing all the contacts that should be added to the contact group. It's important that each contact has an identifier specified.
To add a contact group retroactively with an import, follow these steps:
After completing the import, all contacts will be added to the contact group. To remove a contact from a contact group, simply open the contact and edit it to change the contact group assignment.
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