In an invite-only event you add each registrant under People > Registrants. Brella gives every registrant a personal join code and link, and can email the invitation for you.
Before you start
You need to be an event admin or an organization admin.
The event must be invite-only: People > Settings > Event access > Invite only, or Details > Visibility > Set event visibility > Invite only. Public events have no New registrant(s) menu.
Decide when Brella sends the invitations. While invitations are Published, Brella emails every registrant you add or change. Add registrants first and publish when the event is ready, or publish first and let each new registrant get the email at once.
Warning: Deleting a registrant also removes a person who has already joined, with their meetings, bookmarks and session registrations. This can't be undone.
Where to find it
People > Registrants in the admin panel.
Add a registrant
Select New registrant(s) > Add registrant. The Create new registrant panel opens.
Under Main information, choose the Ticket type list. The event's default list is preselected. This is the only required field.
Under Registrant (optional), enter Email, First name, Last name, Company and Title. Without an email address Brella can't send the invitation. The email must be a valid address of up to 254 characters.
Under Privacy, keep or clear Include in natural language search. It takes effect once natural language search is on for the event.
Under Custom fields, fill in any registrant custom fields. Shown only if the event has them.
Select Create Registrant.
The registrant appears in the table with status "Not joined yet", a 6-character personal Join code and one seat. If invitations are Published and the registrant has an email address, Brella sends the invitation email right away.
To give many people one shared code with a usage limit, use Add registration link instead. See Create and manage registration links. To add many registrants at once, see Import registrants from a CSV file.
Edit a registrant
Select the registrant's name or View.
Open the Registration details tab.
Change the fields and select Save Changes.
If invitations are Published and the person hasn't joined, changing the Email or the Ticket type list sends the invitation email again. Changing the ticket type list of a person who has joined moves them to the new list with its permissions.
Publish invitations
Publishing turns on automatic invitation emails.
In the Publish invites box at the top of People > Registrants, select Publish.
Read the dialog. It warns that invites without a Registrant email get no email and shows the number of invites it affects.
Select Publish.
What happens:
Brella emails every registrant who has an email address, hasn't received an invitation yet and hasn't joined. The status changes to Published.
From now on, every registrant you add, import or update gets the invitation email automatically, as long as they have an email address and haven't joined.
The Email invite column changes from Not sent to Sent (1). The number counts the emails sent to that registrant.
To stop automatic emails, select Unpublish and confirm. Registrants you add afterwards get no email until you publish again or send emails by hand.
The invitation email is Your invite to [event name]. It contains the personal join code and a join link. A custom email with the Invite created or Invite updated trigger replaces the default email for registrants in the lists it targets. See Brella's default emails.
If Enable One-Click Authentication is on in Details > Onboarding settings, the join link in the email signs the person in and joins them without the account creation step. One-click works only when the registrant has an email address, a first name and a last name, and no other registrant in the event has the same email address. Otherwise the link opens the sign-in screen: the person enters their email address and the code Brella sends to it, then creates an account if they have none. A one-click link works once.
Send or resend invitations to selected registrants
Use this to email specific people, to resend to those who haven't joined, or to send while invitations are Not published.
Filter the table. Select the Not joined card for people who haven't joined, or the Email invite filter with Not sent for people who never got an email.
Select the checkboxes of the registrants.
Select Send emails in the table header.
Read the Send invitation emails dialog and select Send.
Brella schedules the emails and shows "Emails were successfully scheduled". Only registrants with an email address who haven't joined are emailed. Each email adds 1 to the registrant's Sent (N) count. The emails go out whether or not invitations are published.
Cloud sync in the top bar tracks the job as EventInvitesReminder. See Track imports and bulk actions with Cloud sync.
Show invitations in the app
Registrants who sign in to Brella with the registered email address can claim their invite in the app instead of using the email.
Open People > Settings.
Under Event access > Invites settings, turn on Show invites in Brella apps.
To show the registrant's QR code on the invite card, turn on Show QR code on invites.
The card also shows Invites are published or Invites are not published. Publishing itself is done on the Registrants page.
Each ticket type list has its own Show invites in app switch under Permissions & access. It is on by default and can only be changed while the event switch is on. A registrant sees the invite only if both are on and the event isn't over.
Delete registrants
One registrant:
In the Actions column, select Delete.
Confirm "Are you sure you want to permanently delete this registrant and associated registration data?" with Yes.
Several registrants:
Select the checkboxes of the registrants.
Select Delete (N) in the table header.
Confirm "Are you sure to delete N registrant(s)?" with Yes.
Warning: Deleting works for joined and not joined registrants alike. A joined attendee loses access to the event, and their meetings, session registrations and bookmarks are deleted. Leads scanned from them stay but lose the link to the person. Deleting a registration link deletes everyone who registered through it; see Create and manage registration links.
Settings
Setting | Where | What it does | Default |
Publish invites | People > Registrants | Published emails current, new and updated invites automatically. | Not published |
Show invites in Brella apps | People > Settings > Event access > Invites settings | Registrants signed in with the registered email see the invite under My events. | Off |
Show QR code on invites | same card | Shows the registrant's QR code on the invite card in the app. Needs a single-seat invite and Show QR code on the registrant's list. | Off |
Show invites in app | People > Lists > Ticket type > list > Permissions & access | Per-list switch for the in-app invite. | On |
Enable One-Click Authentication | Details > Onboarding settings | The join link in the email signs the person in and joins them in one step. | On |
What attendees see
Email: Your invite to [event name] from Brella or your custom email domain, with the join code, a Join the event platform button and the join link.
App, with Show invites in Brella apps on: the event card under My events reads "You have 1 invite" with a View button. The invite card shows Invite type (the ticket type list's display name), Invite status ("Not claimed yet" or "Claimed by [name]"), a share button and Claim. Claim starts the onboarding. Once the invite is claimed, the share button and Claim disappear.
The share button copies or shares the personal join link with the text "Hi, here is your invite for [event name]." Whoever opens it first takes the seat.
Limits
One registrant has one seat. The admin panel can't create multi-seat invites; use a registration link for shared codes.
An email address can be used by several registrants. Brella doesn't warn about duplicates. Registrants who share an email address can't use one-click links.
Brella doesn't check that the person who uses a code has the registered email address.
Join codes are 6 characters, capital letters and digits, generated by Brella. You can't choose them.
Troubleshooting
"These invites don't have any free seats to claim."
Shown after Send emails when none of the selected registrants qualifies. Everyone selected has joined already or has no email address. Select registrants from the Not joined card who have an email address.
A registrant didn't get the invitation email
Check the Email invite column. Not sent: invitations are Not published and nobody sent the email by hand, or the registrant has no email address. Sent (N): the email went out; ask the registrant to check spam and to allow email from brella.io. See Brella's default emails.
A registrant doesn't see the invite in the app
Show invites in Brella apps is off, the list's Show invites in app is off, the registrant signed in with another email address, or the event is over.
"The join code you entered isn't valid" when the registrant enters the code
The code was typed wrong or the registrant was deleted. Copy the join link from the Join code column and send it instead.