Frequently Asked Questions

How can I invite participants to events?

There are several ways to do this:

1. Send registration link

When creating the event, we sent an event registration link to the organizer email. You can send this link using whatever medium you choose.

2. Add more emails or invite groups

Go to "Events" -> "My Events" and click next to the event on this icon to edit the event.

On the second page (2. Participants) you can now enter further e-mails in the field "Send invitations to these e-mail addresses". If you are registered, you can also click on additional contact groups and invite them.

If you are not registered with Let's Meet, you can edit the event via the administration link. When you created the event, we sent you this link to the email address you provided.

3. Add people to invited groups

This variant only works if you are logged in to Let's Meet. Go to "Contacts" -> "Contact Groups" and click on the name of an invited group. Now click on and add the desired people to the group. Send invitations to these e-mail addresses

If the number of participants is not limited, they will receive the invitation within an hour.

How can I personalize invitations?

When creating an event, you can write the invitation e-mail. There, you can add placeholders like [Guest First Name] to the invitation. This placeholder will be automatically replaced by the name of the guest that receives the invitation.

Example: "[Salutation] [Guest Title] [Guest Last Name]," can be replaced by the following texts depending on the person who receives the invitation

• Dear Mrs. Doe,
• Dear Mr. Doe,
• Dear Sir or Madam, (no firstname and lastname provided)

Can I invite more participants after creating the event?

Yes, you can invite more groups or add new people to groups after you have created the event as described above. Every half hour (0:30, 1:30,...) all Let's Meet events are checked and if more people are added, they are invited. However, this only happens if there are still places available at the event.

Can I automatically invite my most important customers first?

If you are organising seminars or workshops, you may want to invite selected guests first and only invite more guests if there are few responses. With our invitation method Favorites First this is easily possible.

Let's take a look at a simple example of a course with 4 participants (see box below). Let's Meet first invites your most important customers. If there are still places available after a predefined period, the next round of invtations is sent out.

In the example below, new invitations are sent out after 3 days. Of course, Let's Meet allows you to define this interval yourself.

How can I do this with Let's Meet?

Find out more in the section How can I define who is invited first?

Why haven't all my invitations been sent out yet?

If not all invitations were sent, this can be due to several reasons:

1. Invitations are sent a maximum of 5 minutes after the event is created. If this time has not yet passed, you only have to wait a little.
2. If you have created large event with many participants, invitations might be sent out in several batches. The maximum number of invitations per batch is currently 250. Hourly, another 250 invitations are then sent until all are delivered.
3. You have added more contacts to the event, but the invitations haven't been sent yet? Let's Meet checks hourly if new contacts have been added and then sends the new invitations.
4. If there were problems sending the mail, a small blue triangle will appear next to the contacts in the event participant list. An hour later, Let's Meet will again try to deliver the invitation. This is independent of whether you are a Premium user and invitations are sent via your mail server, or whether the mails are sent via Let's Meet.

Innovative invitation methods - how does it work?

Who is invited first depends on the invitation method. The invitation method can be selected when creating an event in step '2. Participants'. Let's discuss the invitation methods with the help of an example.

Example: A course with max. 20 participants

Invitations are sent to all given e-mail addresses and selected contact groups. Whoever signs up first will get a spot.

At the beginning all your most important customers with 3 stars are invited.

If there are still places available after the selected time period, all contacts with 2 stars are automatically invited in round 2 and with one star in round 3.

Advantage: The participants will not always be those who respond fastest.

20 group members are randomly chosen and receive invitations. As soon as someone cancels or does not respond within the time given, the next person is automatically invited. Each time, only as many people are invited as there are seats available. Requires a good response rate!

How can I define who is invited first?

Let's say there is a group named Seminar and you want to invite your most important customers first and after one week, if there are still places available for the event, you want to invite another batch.

1. Define contact preferences

To do this, first go to "Contacts" -> "Contact Groups" and click on this icon named "Add/Remove Members" for the desired group. You can now assign 1-3 stars to the contacts in this group. Contacts with more stars are invited first. In the screenshot below, Bobby is invited first, then Joe and finally Tina and Alex.

2. Create event with invite method "Favorites first (3 rounds)"

Once the group is saved, please create an event. After providing the event details like time and location, click on "Next". On the following page, click on "Add Participants" and invite the Seminar group you edited before. Finally, select the invitation method "Favorites first (3 rounds): First all 3, then 2, then 1 star contacts" and define that "Each round of invitations is sent 1 week after the last one" (screenshot below).

After saving the event, all three star contacts are directly invited. If there are still places available after one week, all two star contacts will be invited and after 2 weeks all 1 star contacts.

Please note that the group "All Contacts" always contains all your contacts. It cannot be changed and no stars can be assigned to the members of this group.

If an e-mail address appears in two invited groups, is the invitation sent twice?

No. For each event, a specific e-mail only receives one invitation.

Can interested parties register themselves for regular events?

Example: You organise a Pilates class every week on Monday. You want to make it possible for new people to sign up and receive invitations to the courses. Every week, your contact group "Pilates Monday" is invited to the course.

To open this group for new members, click on "Contacts" -> "Contact groups" and then on the icon "Edit group settings" next to the desired group.

You will now see the group settings as shown in the screenshot below. Click on the option "I want to invite people to join this group" and you will receive a link (marked in the screenshot). Save the group and send the link to interested parties or post it on your website. Your customers can then use this link to join the group themselves and will receive your invitations to upcoming Pilates classes.

I have unsubscribed from emails from an events organizer. How can I resubscribe to these invitations?

The easiest way is if you have a Let's Meet account with your email address. Then you can resubscribe to the organizer's invitations at https://lets-meet.org/new_unsubscription.

Otherwise, you could look for an invitation email from this organizer and click on the unsubscription link to sign up again.

As an organizer, how can I manually add people to the participant list?

Go to "Events" -> "My Events" and click on the name of the event. Now you can simply add people to the participant list.

If you are not logged in, you can manage the participants via the administration link. We have sent this link to your e-mail when you created the event.

As an organizer, how can I permanently delete people from the participant list?

Deletion from the participant list is possible if the registration has been revoked or if it is a cancellation. Then you can simply delete the registration by clicking on the trash can icon .

If you want to remove an active registration, the registration must first be cancelled by clicking on this icon . The participant will then receive a cancellation e-mail. This process prevents a registration from simply disappearing without the participant knowing what happened to it.

In rare cases, it may be desired not to trigger a cancellation email. In this case, you can do the following:

Click on the pencil icon next to the registration in the participant list to edit it. Then set the number of participants to zero, enter delete@noemail.com as the email address and save the registration. This will cancel the registration, and no email will be sent to any email addresses ending with @noemail.com. In the second step, you can then permanently delete the registration by clicking on the trash can icon .

Can I filter the participant list to show only people who have accepted (or declined) the invitation?

You can filter the participant list using the search field above the list. Here you can search by name or email address, for example. If you enter "pers" in the search field, you will only see registered participants. If you enter "declined", you will only see participants who have canceled, "expired" will only show participants whose invitation has expired, etc.

Who should be able to see the participant list?

For each event, you can specify whether participants are allowed to see the guest list. When creating an event, this can be done on the second page "2. Participants" using the option "What are participants allowed to see?"

What options do I have and when is it best to use them?

In any case, registration information like e-mail addresses, surnames or telephone numbers are only visible for the organizer! Comments can only be displayed if a field named "Comment", "Notes" or "Comments / Wishes" exists.

The list of comments is visible for all participants. This overview helps greatly whenever people have to agree on who brings what.

Examples: jointly organized event or journey

Participants should be able to see who else is attending, but comments should only be visible for the organizer (e.g. reason for cancellation).

Examples: party, wedding

You want to hide cancellations so that no inferences can be made about the number of invitations.

The participant list should not be public but you want to inform guests about the number of remaining places.

Examples: seminar, yoga class

You don't want to reveal any information about participant numbers or the guests.

Examples: online seminar, exclusive event

How can I view participation statistics for multiple events?

Under the menu item "Events" -> Download participation statistics, you can export statistics regarding event registrations for all your events to Excel. You will find the following sheets in the Excel file:

1. A list of all your events with participant numbers and key event data (times, location, number of participants, etc.)
2. In a second sheet, you will find a table listing everybody who has participated in one of your events. The participant number for each event is noted in the columns.
3. Another sheet contains data on the event check-in status of all participants per event.

Participation statistics for a group of events using event template

If you need participation statistics for a specific group of events, you can create an event template for this event group. If you then use this template for new events, you can export participation statistics for all events that were created with this template. This works in exactly the same way as described above for event series. Please go to your event templates and click on this symbol for the relevant event template to export participation data for all events created with this template.

Similar to the explanation above for all events, you will find three sheets in the Excel file covering the event list, participation as well as check-in information. If you select the CSV format, you will receive the 2nd sheet with the participation information as a comma-separated text file.

Analysis of participation for events in an event series

You can also carry out a similar analysis for specific event series. To do this, go to your event series and click on this symbol for the relevant event series. This will download the participation statistics for all events which are part of this event series.

I have no e-mail address or do not want to use my private one

Your e-mail address is safe with us. Our privacy policy states that we may only send information about our products to users with a Let's Meet account and not to persons who just registered for events.

You still don't want to use your e-mail address or don't have one?

Please choose from one of the following options

1. Provide an e-mail ending with @noemail.com e.g. jane.doe@noemail.com. You can use it to sign up, but no e-mail will be sent by us.
2. Use an anonymous e-mail service such as Mailinator e.g. with jessica.doe@mailinator.com

After completing the event registration, a personal update link will be displayed. Please save this link in case you want to update your registration later.

Important: We kindly ask you not to enter a wrong e-mail address, as this will lead to our e-mails being classified as spam for other users.

Why is my email address shown as invalid?

Problem description: If you try to register for an event, you might see the following error message: Please use a real e-mail address or add @noemail.com to the name. In this case we will not send an email.

This error message may appear for two reasons:

1. An e-mail could not be delivered to the provided address in the past. If your mail server returned that the existing email does not exist or delivery from our mail server is not possible, the e-mail address is marked as invalid. This does not happen if e.g. the mailbox was only full and delivery was temporarily not possible because of that.
2. The internet domain (text after the @) does not exist. This means, that the e-mail address is also invalid.

Solution in the first case: If the issue is resolved and delivery is possible again, you can send us an email from the affected address to office@lets-meet.org for a new activation. However, if delivery fails again, the address will be marked as invalid again.

I want to allow multiple registrations with one e-mail address

As part of all paid Let's Meet packages, you can edit the registration page of your events. To allow multiple registrations with one email address, log in to Let's Meet and go to "My Events" in the menu, then click on the brush next to the heading "Events".

You will land on the page "Default design & registration fields" and below the field "E-Mail Address" you now have the option "Multiple registrations with same e-mail possible". If you enable this, a person can register multiple participants with one email address. Alternatively, you could define a "Names of accompanying persons" field where all accompanying persons can be recorded by name.

You can also make the email address field optional by not defining it as a required field (checkbox with star on the right). This makes it possible to register without an email address as well. In this case, however, participation information regarding the event (such as a zoom link) cannot be sent to these participants!

How does the waiting list work and where can I activate it?

This feature is included in Let's Meet Premium and Premium Lite.

If you activate the waiting list, participants will be forwarded to the waiting list in case the event is already fully booked. Once registered, they will automatically receive an e-mail notification as soon as a place becomes available.

You can also increase the maximum participant number of an event to allow people on the waiting list to participate. We check all waiting list events ever 15 minutes and send out notifications to participants in case of available spots.

Where can I activate the waiting list?

When creating or editing an event, tick the box "Activate waiting list with automatic advancement" (below the maximum number of participants).

Using the waiting list, you can now keep track of the actual interest in your fully booked events!

Preselection of participants

You can use the waiting list function to pre-select participants. More information can be found here.

Can I preselect event participants?

With the Premium and Premium Lite packages, you can use the waiting list function to pre-select participants. To do this, create an event, activate the waiting list and set the maximum number of participants to zero.

All those invited will then see the following message: "You can currently only pre-register for the event via a waiting list. If you put your name on the list, you will be informed automatically as soon as a place is available for you.". When people register for such an event, no waiting list position will be displayed, as this is misleading if you are pre-selecting participants anyways.

In addition, you can name the event e.g. "Seminar XYZ pre-registration" to make it clear that it is only a pre-registration.

As soon as all registrations are in, you can sort out participants and send cancellations. Afterwards, rename the event to "Seminar XYZ". If you then increase the number of participants, the available places will be checked every 15 minutes and all participants left on the waiting list will then automatically receive confirmations if there are enough places available.

How long can participants register for events or cancel their participation?

Registration for the event is possible until the specified registration deadline. The deadline can be set to the end of the event to allow registration during the event. If no registration deadline is specified, registration is possible until the start of the event.

Modification of existing registrations by participants

In case of changes, participants can edit their registration. For example, they can cancel their participation in case of illness or specify that more or fewer accompanying persons are coming. If no registration deadline is specified, participants can change their registration until the start of the event.

Cancellation after deadline

If you define a registration deadline and select the option "Cancellation is possible after the deadline until 24 hrs before start", a cancellation is also possible after the deadline until 24 hours before the event. Otherwise, no changes are possible after the deadline. If the deadline is less than 24 hours before the start, cancellation are never possible afterwards.

Important: In case participation infos are sent out, participants cannot change their registrations within 24 hours of the event.

Organizers can of course change registrations at any time!

Can participants still register during the event (after the event has started)?

Yes, you can allow participants to register during the event. When creating the event, you just need to set the registration deadline to the end of the event.

How does the check-in work?

The check-in feature is available for Premium and Premium Lite customers and allows the organizer to track the actual attendance. After all, not everybody who has registered for the event actually shows up. There are two options available for checkin:

1. With one click on the check-in button on the left side of the participant list, you can check in guests at the entrance.
2. Alternatively, you can use the check-in via QR code (activation in your account settings). In this case, the participants will receive a QR code via e-mail with the registration confirmation and the event reminder. At the event, the organizers can then scan the QR code e.g. with a mobile phone. When they go to the web address stored in the QR code, the participant(s) will be checked in.

You can, of course, use both options the same time. Check-in begins three hours before the event starts. If you have other requirements, please write to us at office@lets-meet.org.

Where can I find the QR code for event registration and how does it work?

As an organizer, you can find the QR code on the administration page of each event, where you manage the participant list. There, click on the QR code icon at the top, to the right of the event name.

To get to the event administration page, go to your event overview as a logged-in user and click on the event name. If you don't have a Let's Meet account, please click on the administration link in the email that you received when creating the event.

How does the QR code work?

When your customers scan the QR code with their smartphones, they will immediately be taken to the event registration page. This is convenient for on-site registration and can also be included when advertising the event. People interested in your ad can scan the QR code e.g. on the poster and immediately reach the event registration page.

How can I add registration fields?

As part of all paid Let's Meet packages, you can edit the registration fields for your events. To customize the registration fields for all events, log in to Let's Meet and go to "My Events" in the menu, then click on the brush next to the heading "Events".

You will reach the page "Default design & registration fields" and can now edit your registration fields. If you scroll down, you will see the item "Add and define additional registration fields".

Click the plus to add more registration fields.

1. First enter the name of the custom field. Some field names like company or phone number are already provided and selectable. These field names are also translated to another language if the event registration is done e.g. in German.
2. To the right of the custom field name you can click a checkbox. This box allows you to determine whether this is a mandatory field that must be filled out by all participants.
3. You can then select the response type. Participants can provide the information in a single or multi-line text field, or select the response from a list.
   In case of a list, please specify the list options separated by semicolons e.g.:
   Menu 1: Salmon with potatoes;Menu 2: Mushroom risotto

You can repeat these steps and add more registration fields.

You want to store different registration fields for different events/event series? You can find more information about this here.

How can I customize the design of my events?

As part of all paid Let's Meet packages, you can customize the designs of your events. To customize the default design, log in to Let's Meet and go to "My Events" in the menu, then click on the brush next to the heading "Events".

You reach the page "Default design & registration fields" and can now edit the default design for all your events. All colored elements can be edited.

• Click on links and buttons to change their colors. In the screenshot below you can see the menu for changing icon colors.
• For colored areas in the registration forumlar you can click on the brush to select a color.
• To insert an image for the top of the registration page, click the image icon above the logo.
• Click on the logo to add your own logo.

The design you create will affect event registration pages as well as event emails.

You want to store different registration fields for different events/event series? You can find more information about this here.

Can I store different designs and registration fields for different events, templates or series?

Yes, you can create as many event designs with registration fields as you like with the paid Let's Meet packages. You can add these designs to templates, event series or even individual events. Click on the brush at the desired element (event, series, template) to edit the design and the registration fields (screenshot).

The following rules apply:

• If only the default design is stored, this will be used for all templates, series and events.
• If you have saved a design for an event template, this design will be copied for all events created with this template.
• If you have saved a design for an event series, the design will be copied for all events that are automatically created as part of the event series.
• In addition, you can change the design and registration fields of a single event at any time. If this event is part of an event series, only the design of the individual event will be changed and not that of the entire series.
• On the other hand, if the design of the template or event series used is changed after the event has been created, the design and the registration fields of an event will no longer change.

Why are some fields on the event registration page already filled out?

When you are logged in with your Let's Meet user, each event registration page will automatically fill out email, first name, and last name from your user. Once you log out, this is no longer the case. Of course, your customers do not see this page pre-filled with your information.

What are the dimensions of the event image?

The event image will be cropped to 1920x480 pixel. When uploading, the maximum allowed size of the image is 4000x3000 (max 3.5 MB) and the file formats JPG, PNG, GIF and SVG are supported.

How can I change the small round image below the time of each event?

The image shown is your profile picture. To change it, please go to your "Account settings" in the menu and click on the image to the left of the heading. Here is a shortcut.

I receive so many e-mails - can I deactivate them?

As a logged in user, you can specify in your profile under "Let's Meet e-mail settings" which emails you want to receive from Let's Meet. You can disable registration confirmation emails and event reminders and only receive an email in case participation infos are sent out (e.g. a link to the online meeting). Furthermore, as an organizer, you can specify whether you want to receive admin and registration links via email after event creation.

How can I automatically send the link to my online meeting to all participants?

This feature is included in Let's Meet Premium and Premium Lite.

You can automatically send confirmed participants further information about the event. This is especially handy for online meetings. Let's Meet will send the link to your online meeting only to people who have confirmed their participation in the event.

When do participants receive this information?

The participation information is sent to all confirmed participants together with the reminder shortly before the event. You can specify in your profile when this reminder email should be sent.

The participation infos will be sent directly with the registration confirmation email if...

• people register after the reminder ist sent
• you have specified that no event reminder should be sent
• the event is only created less than two days before the start of the event

Important: If participation infos are sent more than 24 hours before the event, guests will receive access data for the event and can then still cancel their participation until 24 hours before the start unless you set a different registration deadline!

How do I add participation information to an event?

Create a new or edit an existing event. Directly below the event details, check the item "Send participation info shortly before event (e.g. link to the meeting)" and enter the information you want.

Can I define the text of the confirmation emails myself?

The confirmation emails are automatically generated and contain various information depending on the participant's reply (accepted invitation, cancellation, number of participants changed, registration revoked by organizer, event canceled, ...). It is not possible for you to completely design all these emails.

However, the text of the confirmation e-mails can be partially customized by you. These three parts can be edited by you:

1. All information regarding the event such as time and location as well as the event description (details / program) are included in the confirmation emails and can be changed by you.
2. You can specify event participation information when creating the event. This information (such as the zoom link to a meeting) will be sent to all registered participants shortly before the event. This is possible with the Let's Meet Premium and Premium Lite packages. You can find more information on this topic here.
3. The end of the confirmation emails is changed to "Best regards Your Name", if the emails are sent via your own mail server with Let's Meet Premium.
   If, however, confirmation e-mails are sent via Let's Meet mail servers, the e-mail always ends with "Best regards Your Let's Meet Team". The main reason for this is that many event participants reply to the confirmation emails and send their reply to our support, when they actually want to contact the organizer. Therefore, we don't want to reinforce the appearance that the email is coming directly from the organizer (more on this here).

How can I contact the event organizer?

On the event registration page you will find the e-mail address of the organizer. You will also find this address in every invitation email and registration confirmation.

If you respond directly to an invitation, the email will be sent to Let's Meet Support. A direct reply to the organizer is not possible.

Why is it not possible?

E-mails more often end up in the spam folder, if the e-mail sender and the reply address are from different domains (example: the e-mail comes from adviser@mybank.com and the reply goes to hacker@spam.com).

When does Let's Meet send out reminders?

Event reminder

Event reminders are sent to all persons who have registered for the event. By default, this happens 1 day before the start of the event, but you can customize the time in your settings. If a participant has cancelled or not responded to the invitation, he will not receive a reminder.

You can also deactivate the reminder e-mail when editing a specific event or template. Moreover, if the event was created less than 2 days before the start of the event, no reminder will be sent because people have only just registered.

Invitation reminder

If invitations are sent via Let's Meet, invitation reminders will be sent. People who have not responded to the invitation are reminded to let the organiser know if they are able to attend. These reminders are sent when 2/3 of the response time has elapsed and there is still no response (response time: time between the invitation being sent and the registration deadline/event start).

The reminders are of course only sent if registration for the event is still possible and the maximum number of participants has not yet been reached. In your settings, you can also specify the minimum response time required for invitation reminders to be sent at all. If the response time for an event is less than two days, invitation reminders will never be sent because we do not want to flood participants with emails.

Example: On the 1st of May the organizer creates a workshop event that takes place on the 31st of May (30 days later). Everyone who has not registered after 20 days (on May 21th) will be reminded of the invitation.