Create an external crowd list

What is a crowd list?

If you’re looking for more information about what a crowd list is, and when and why you would use one, check out this article instead.

How to create an external crowd list?

Follow the steps below to create a crowd list. In this example, we’re creating a crew list. You can follow these exact steps for any type of crowd type you want to.

1. In the left side menu, click on ‘Crew’. Now, click ‘Lists’ in the submenu that appears.
2. In the top right corner, click the blue button ‘Add list’.
   1. We’re creating an external list now, so select ‘external list’ in the first step.
   2. The persons that will be added to this list, need to be placed in a segment. To which segment should they be added? Select the right one in the drop-down menu.
   3. At which entrance should the added persons arrive? Select in the drop-down menu.
   4. If you want the recipient to be able to use a request form, check the box.
3. Click on ‘Continue’.
4. Time to add one or more recipients! Click ‘Add recipient’. If you already have saved contacts in In2event, you can also use ‘Select recipients’. 
   1. Write a reference for this list. This way you can easily look it up later.
   2. To whom are you sending this list? Fill out their contact details.
   3. Click on ‘Add’
5. Click on ‘Continue’.
6. Every person that will be added to this list by the recipient, will need accreditation. Time to set for which days they may request, and what they may request.
   1. Use the checkboxes to determine for which dates the added crew members can request accreditation.
   2. Per selected day, a new column now appears with the accreditation items that are available for this day and the previously selected segment. Are you missing an item here? Head on back to the accreditation settings and check the availability there.
   3. Select the correct item x the correct date. You can click in the + box for unlimited availability, or set a limit by filling in numbers. This limit determines up front how many items the recipient may request for their crew in total.
   4. It’s possible to save these settings as an accreditation template. This is convenient when you’ll be adding another list with (more or less) the same availability and limits.
7. Click on ‘Continue’.
8. This list will be sent to the recipient via email. Fill out what they will get to see as sender name, email address, subject line, and body text.
9. Select on which date you want this email and list to be sent out.
10. Click on ‘Continue’.
11. You’ve set limits for the available accreditation items or decided that there is no limit. If the recipient stays within these rules, it’s possible to let the system approve the list automatically. You won’t have to check the list yourself and the persons submitted on the list will automatically be added to your event.
12. It’s possible to set a deadline for the list. After this deadline, recipients won’t be able to add or make changes to the list anymore.
13. Click on ‘Submit’. 

That’s it! You’ve now added an external crowd list. On your set date, the recipient receives an email and is able to let you know who’s coming to your event and what they need.