Leave the Attendee's Name and Email Blank
Ticket buyers may not know who they will bring to the event during registration, or the attendees may not have an email address. So, instead of filling out the attendee information with the buyer's information, they can leave the name and email fields blank. Once the buyer has that information, they can update it through their account's My Tickets section, or the event admin can update it.
Important Notes:
As much as possible, we don't advise using this feature, unless you have attendees who will not have email addresses like kids. It will be time consuming for you to track down / monitor which attendees do not have the complete information.
If you're checking in attendees at an in-person event and printing badges, please read and understand the behavior to know if using the "Guest Of" feature is suited for your event.
Attendees without email addresses cannot login to the event or the attendee app. Admins cannot make an exception for this.
This feature does not work with all integrations yet. For now, contact/lead records can be created in HubSpot and Salesforce if the email field is blank. For others, like Marketo, contacts will not be created if these fields are blank.
Activity Logs for contacts/leads with blank emails are currently not populating in HubSpot, Salesforce, and Marketo.
Part 1: Enable the Order Form Settings
Go to Registration > Order Form > Settings and enable these toggles:
Collect both ticket buyer and ticket holder information | You need this enabled so the ticket holder fields will appear in your order form. |
Allow attendees to edit information | You need this enabled so that buyers can log in to My Registrations and enter the attendee information after registration. |
Each ticket holder must have a unique email address | You need this enabled so that the buyer does not place their email address as the email address of every attendee in the order.
Having the same email address for multiple attendees will cause issue when they access the event. The email address is the attendee's identifier. If attendees are sharing an email address, they will have issues as they are sharing a profile.
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Part 2: Make the Holder Name and Email Fields Optional
Go to Order Form > Ticket Holder
Click edit on the Email field
Go to Tickets and select "Optional" for field visibility per ticket type
Click Save
Repeat the steps for First Name and Last Name if you're allowing registrants to leave these fields blank.
Register Without The Ticket Holder's Name and Email
When you reach the third step in the registration to enter the ticket holders' information, you will notice that the name and email fields are no longer required (there is no red asterisk
).
Note: The First Name and Last Name fields will be required if the email address is filled.
If Add Ons are included in the purchase and the attendee names and emails are blank, you will still be asked to assign the add-ons based on the tickets bought.
Guest of the Ticket Buyer in the Orders tab
In the Orders tab, you'll see that the attendee name will be "Guest of [Buyer Name] if the attendee has an incomplete name and email address. If the complete name is present, the attendee's name will show in the order.
If you're provided with the attendee information, update it in the order so they can log in and check in properly to the event.
Add the Name and Email in My Registrations
To ensure that these attendees will have their complete information when the event opens, allow your registrants to edit their registration information. The buyer can log in to their account, access My Registrations, and add the information there.
Send Reminder Emails to Buyers with Incomplete Email Address in the Order
To ensure that your attendee information is complete before your event starts, you can send reminder emails to buyers with incomplete email addresses in their order to let them know that they need to update this information. In the recipients section of the reminder email, choose Registrants with no email address on file.
Check In Behavior for "Guest Of" Attendees
For a virtual event, attendees without email addresses won't be able to log in to the event. The email address is their identifier so it must be present when they are logging in.
For an in-person event, attendees without names or email addresses can be checked in by event admins and staff through the admin console, staff portal and admin app. They can also check in on their own through the kiosk.
They will not be required to update their name and email address, but if you require them, team members can input the information in the app's check in page before checking them in.
If attendees are using the kiosk to check in and print their badge, you can enable the Confirm Page in the kiosk and make sure that during check in, the holder and email fields are set to required so that attendees cannot skip them. Note that the Kiosk Confirm Page will only show in the kiosk if you're also printing badges as this page is used to confirm what will be printed in the badge.
After they are checked in, their QR code will now work for session check in, peer to peer scanning and exhibitor lead scanning.
| Attendees with Complete Name Without Email Address | Attendees With Incomplete Name Without Email Address |
Kiosk |
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Admin Check In Page in the App |
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Virtual Event Hub |
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Attendee App |
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Check In Attendees in the Admin Console |
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Check in Attendees in the Staff Portal |
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Note: We are improving the search behavior for attendees with names only. Stay tuned for updates.
"Guest Of" Behavior in HubSpot
If you're exporting attendees from Accelevents to HubSpot, contact records will be created for attendees without email addresses if you choose "Static List" in your integration settings.
This is the default behavior:
If the attendee has First Name and Last Name, but Email is blank, it will create a HubSpot record with the attendee's First Name and Last Name.
If the attendee has no First Name, Last Name and Email, it will not create a HubSpot record.
If the attendee has First Name only, it will create a HubSpot record with the attendee's First Name only.
If the attendee has Last Name only, it will create a HubSpot record with the attendee's Last Name only.
⛔ If the attendee name or email is updated in Accelevents, it will NOT update the record above.
1. Map the Ticket ID to HubSpot
To ensure that the record will be updated in HubSpot when you update the information in Accelevents, you'll need to map the Ticket ID for the contact as the Ticket ID will be the identifier as to which record should be updated.
2. Avoid Overrides in HubSpot
If you didn't turn on Each ticket holder must have a unique email address as suggested in Part 1, and the buyer adds their email address as the email address for all the attendees in the order, only 1 record will be created with holder 1's information (as by default, HubSpot does not allow duplicate records). When you update the order with the correct attendee information, the default behavior is it will update the same record created with holder 1's information instead of creating a new one.
To avoid this override, turn on Create a new contact when the ticket holder's email address is updated in the order so that when the correct attendee information updated in the order, it will create a new record with that attendee's information.
"Guest Of" Behavior in Salesforce
If you're exporting attendees from Accelevents to Salesforce, contact or lead records will be for "Guest of" attendees.
This is the default behavior:
If the attendee has First Name and Last Name, but Email is blank, it will create a Salesforce record with the attendee's First Name and Last Name.
If the attendee has no First Name, Last Name and Email, it will create a Salesforce record with the buyer's last name.
If the attendee has First Name only, it will create a Salesforce record with the attendee's First Name and the buyer's Last Name.
If the attendee has Last Name only, it will create a Salesforce record with the attendee's Last Name only.
⛔ If the attendee name or email is updated in Accelevents, it may NOT update the same record created above, it may update a different record.
1. Map the Ticket ID to Salesforce
To ensure that the correct record will be updated in Salesforce when you update the information in Accelevents, you'll need to map the Ticket ID for the contact / lead and the campaign member as the Ticket ID will be the identifier as to which record should be updated.
2. Avoid Overrides in Salesforce
If you didn't turn on Each ticket holder must have a unique email address as suggested in Part 1, and the buyer adds their email address as the email address for all the attendees in the order, only 1 record will be created with holder 1's information (as by default, the integration does not create duplicate records). When you update the order with the correct attendee information, the default behavior is it will update the same record created with holder 1's information instead of creating a new one.
To avoid this override, turn on Create a new contact or lead when the ticket holder's email address is updated in the order so that when the correct attendee information updated in the order, it will create a new record with that attendee's information.
