There are several ways to do this:
When creating the event, we sent an event registration link to the organizer email. You can send this link using whatever medium you choose.
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.
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.
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.
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.
Customers | Event created | Day 3 | Day 6 | Day 7 |
---|---|---|---|---|
Bobby | ||||
Anna | ||||
Johannes | ||||
Tina | ||||
Georg | ||||
Martha | ||||
Barbara | ||||
Peter |
If not all invitations were sent, this can be due to several reasons:
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.
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!
No. For each event, a specific e-mail only receives one invitation.
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.
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.
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.
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?"
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
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 how well booked your event is.
Examples: online seminar, larger corporate event
E-mail addresses and surnames are in any case only visible for the organizer!
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.
Please choose from one of the following options
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.
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!
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.
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!
You can use the waiting list function to pre-select participants. More information can be found here.
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.
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.
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.
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!
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.
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:
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.
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.
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.
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.
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.
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.
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.
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:
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.
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.
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.
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.
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.
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...
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!
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.
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:
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).
Reminders will be sent to all persons who have registered for the event 1 day before the start of the event. If a participant has withdrawn his registration or it has been cancelled by the organizer, he will not receive a reminder. Moreover, if the event was created less than 2 days before the start of the event, no reminder will be sent out.
If invitations are sent via Let's Meet, invitation reminders will be sent. People who have not responded to the invitation are reminded to notify the organizer whether they are able to attend. These reminders will be sent out when 2/3 of the time between the invitation and the registration deadline has elapsed.
Example: On Sunday the 1st of April Johannes creates a party event that takes place on Saturday the 7th of April (6 days later). Everyone who has not registered after four days (Thursday, April 5th) will be reminded of the invitation again.
The use of Let's Meet in the free version is limited to 100 event registrations and event invitations per month.
All invitations you have sent this month count towards the limit. Also included are registrations for your events that were made via the general event registration link and without a personal invitation. Registered participants who have also received an invitation will of course not be counted twice. Likewise, participants who accept and decline invitations more than once will only be counted once.
With the basic package, up to 350 event registrations or invitations per month are possible. For Let's Meet Premium Lite customers, the limit is 700 and with Premium it is 1000 event registrations or invitations per month. If you need a higher limit, you can purchase additional event registrations or invitations per month.
You send an invitation to one of your events to 20 people. 10 of these people register for the event. In addition, 5 people register via the general event registration link you posted on your website. You have now used 20 event invitations and 5 event registrations, making a total of 25. The 10 people who were invited first and then registered will not be counted twice.
Furthermore, if the participant number is set to 3 participants for one registration, this will only be counted as one registration!
For companies and associations with several organisers, we currently offer two different Premium Enterprise packages
The first variant is simply a discount on several Premium packages. This allows you to create and use up to 10 separate premium accounts with a huge discount for the price of 1099 EUR net / year. The respective accounts can then manage events independently of each other. The one-off set-up costs in this case amount to a total of 249 EUR net instead of 99 EUR per account. The package can be ordered in the login section.
With the second variant of the Premium Enterprise package, all organisers log in to the same account. They can create and manage their events at the same time, as well as access the same contact list and templates. For each event, a different organiser e-mail can be specified and thus the contact point for enquiries can be changed. You can also specify a restriction here, e.g. that only e-mail addresses of a certain domain are permitted as organiser e-mails.
If you want to send links to specific event group to customers (e.g. only yoga courses), you can filter your event list.
The price is 1099 EUR net / year and the one-off setup costs are 99 EUR. The package can be ordered in the login section.
Yes, the trial period ends automatically after 14 days without any cost to you. We unlock this trial period when you create a account, so you can try out most of the features yourself, such as designing events and adding registration fields.
With Let's Meet Premium and Premium Lite you can send out a list of all your future events to customers. If you want to hide internal events from your customers, please go to your event list at https://lets-meet.org/upcoming and click the eye icon . After that, the event will no longer be displayed to customers on your event list.
You can filter your event list by event name. This allows you to send a link with very specific courses to interested people or you can put it on your website.
The list will be filtered by event name if you append "?name=..." to the web address.
An example: this link https://lets-meet.org/events/my-lets-meet-link?name=seminar will display all events whose name contains "Seminar". The unfiltered list contains other events https://lets-meet.org/events/my-lets-meet-link which are filtered out. Upper and lower case are not important for the filter, but only letters are allowed - no umlauts, spaces or numbers.
You can create a link that always jumps to the registration of the next event in your list. To do this, you need to append "?jump_to_first_event=1" to the address.
An example: using this link https://lets-meet.org/events/my-lets-meet-link?jump_to_first_event=1 you will immediately jump to the registration of the first event in your list. You can place such a link on your website and never have to change it again!
Of course, you can also combine this with a filter. If you want to redirect to the registration of the first event with "Data" in its name, you can use the following link: https://lets-meet.org/events/my-lets-meet-link?name=data&jump_to_first_event=1
Let's Meet Premium allows you to easily intergrate the event registration on your website. To integrate a single event, just paste the italic lines below on your website (within the <body>). Replace the blue event registration code with the code of your event. Done!
Example for the code from an event registration link:
https://lets-meet.org/reg/f3483128e09901658bd0
<iframe id="letsmeet_iframe" src="https://lets-meet.org/reg_embedded/f3483128e09901658bd0" style="width: 1px; min-width: 100%; border:0;" onload="iFrameResize({ log: true, heightCalculationMethod: 'bodyScroll' }, '#letsmeet_iframe');"></iframe>
<script src="https://cdnjs.cloudflare.com/ajax/libs/iframe-resizer/4.0.4/iframeResizer.min.js"></script>
In addition, we can add your terms and conditions to the event registration and adapt the font to match your corporate identity.
Depending on the setting in your profile profile, your package will either renew automatically or it will end after one year. If you don't want any interruption in our service, automatic renewal is recommended.
.Otherwise, no cancellation is necessary on your part, the package will end automatically. However, you will receive an e-mail reminder 1 and 2 weeks before the package expires in order to ensure that there are e.g. no interruptions regarding the integration on your website because you are set back to a free account.
If you wish to cancel an order, you can do so within 14 days.
At the bottom of your profil you find the button DELETE ACCOUNT. Click on the button and confirm the deletion. After that, your account with all associated events, event series, templates, contacts, groups and settings is deleted.
In only a few steps you can automatically add your Let's Meet Events to your personal calendar.
Please log in so that we can show you how to import your own personal calendar. After the login, click on the calendar symbol next to the heading "Events".
If the event time in the calendar entry does not match the start time you specified, this is due to the time zone. Let's Meet automatically determines the time zone. This happens either during registration or, if you are not logged in, when you create an event. If the time zone cannot be determined e.g. because this is blocked by the browser, UTC is used as time zone. If this is not the correct time zone, the time in the calendar entry will not be correct.
As a logged-in user, you can change the time zone in your profile. Select the correct time zone and save the changes with your password. If you created the event without logging in, simply create an account on Let's Meet and correct the time zone in your profile. Now you can recreate the event with the correct time zone or correct the existing event.
A change to the time zone in the profile is automatically applied to all events that you have created as a logged in user.
If you have created an event without login and are now logged in with the event organizer's e-mail, you can also easily correct the time zone. After changing the time zone in the profile, simply edit the event and save it (even without changes). This automatically corrects the time zone.
Past events and those without participants can be deleted.
Future events with at least one participant can only be cancelled. Hereby, a cancellation e-mail is sent to all participants.
If these events could be deleted, the participants would not know why the event has disappeared from their calendar or event list.
When you create or edit and save an event, a button "Save event as template" appears. This saves the event and the design with the registration fields (if available) as a new template.
There are standardized formats which allow you to copy contacts from one program to another. In order to do this, you need to first save the contacts from your e-mail or cell phone address book into a text file. This process is called exporting. The file you have exported can then be imported by other programs like Let's Meet.
Below you will find instructions on how to export your contacts from the most common applications (Apple Mail, Outlook, Thunderbird, Excel, ...) into CSV format.
From which program/device are you exporting your contacts?