Invitations

Invite external persons to an offer, with name, contact details and a personal message.

Format

CSV (semicolon or comma)

Access rights

Write access to events

Example files

Einladungen_beispiel_technisch.csv (technical column names)
Einladungen_beispiel_anwender.csv (German column names)

In short: You enter persons who are not in the member list, and the course ID of the offer they are invited to. vynst creates an invitation for each row.

What you need this for

Some offers are aimed at guests, for example taster courses or trial sessions for interested people. These persons have no entry in the member list. With this import you take over the invitations from a list, for example from an Excel file from registration.

Before you start

• You need the right Imports (menu item Import) and write access for events (Schreibrecht Veranstaltungen).
• An administrator right is not required for this import.
• The offer must already exist in vynst. Import it beforehand via the import Offers and courses (Angebote und Kurse). Enter the course ID from that table in the column EVENT_IDENTIFIER.

Prepare the file

• Format: CSV with semicolon ; or comma , as separator. Excel files must be saved as CSV beforehand.
• Header row: The first four columns are EVENT_INVITE_IDENTIFIER, EVENT_IDENTIFIER, FIRST_NAME and LAST_NAME, in this order. The header row may be enclosed in quotation marks if you separate with commas.
• File name: It must contain .csv. Names such as Einladungen_Schnupperkurs.csv work well.

Columns

Each row needs a course ID and at least one name. Without a course ID or without names, the row is skipped.

Example

The example file shows the technical column names. The file with the German column names uses the German names for email, phone and website and invites other guests.

EVENT_INVITE_IDENTIFIER;EVENT_IDENTIFIER;FIRST_NAME;LAST_NAME;GENDER;MAIN_EMAIL;MAIN_PHONE;MAIN_WEBSITE;MESSAGE
;K-YOGA;Sophie;Gast;weiblich;sophie.gast@example.org;0171 2345678;https://example.org;Schnupperstunde zum Start
;K-YOGA;Tom;Probe;männlich;tom.probe@example.org;;;

Example files: Einladungen_beispiel_technisch.csv with the technical column names, Einladungen_beispiel_anwender.csv with the German column names.

Sophie Gast and Tom Probe are invited to the offer K-YOGA. The column EVENT_INVITE_IDENTIFIER stays empty because these are new invitations. For Tom the message, phone and website are missing, which is allowed. The file with the German column names invites Lena Gast and Paul Probe. This way, both files create no duplicates if you import them one after the other.

How to proceed

1. Open Settings → Import (Einstellungen → Import).
2. Click Add (Hinzufügen) and select the file.
3. Check the log for Error: lines. The rows with errors appear below it as LINE-DATA.

Good to know

• Each row creates a new invitation. A second import of the same file therefore does not create duplicates, because vynst recognises an invitation as a duplicate and skips it.
• An invitation to the same offer with the same first name, last name and gender counts as a duplicate. The same email address with the same name also counts as a duplicate.
• This import does not change existing invitations. If you want to change an invitation, do it directly in vynst.
• The message and the contact details are stored only in the invitation. A person is not created in the member list as a result.

When something does not work

See also

• Offers and courses
• Appointments and schedules
• Import overview
• Technical documentation