Event Registration

Set up an Event Registration through our surveys feature. Send out invites to all of your contacts for webinars, client appreciation events, and more!

Creating an Event Registration

You can access Surveys, including Event Registration, through the menu in the upper right corner or through the navigation bar menu on the left of the Levitate dashboard

From there, you'll enter the Events tab and choose Create Event Survey

Once on your blank new template, you'll be able to add the name of the event, the date and time, a location, and details.

You can even upload or choose an image from our free media library to show on the event page your invitees see

Under Attendees, you're able to modify RSVP settings— you can make an RSVP request, require a phone number to be provided when RSVPing, set a maximum number of 'plus ones' a guest can add, set a maximum capacity for the event itself, and set a cutoff date for RSVPs

Here's what the invitee will see

If you want to add more questions for your invitees to answer, navigate to the Questions tab. From there, you can add additional questions in the form of a short answer, a dropdown pick list, and a list of checkboxes. Here's what the set-up looks like:

And this is what these custom questions look like on the form that the recipient will fill out:

To generate, copy, and save a QR Code for an Event you'll go to Surveys, and go to the Events tab. From there, you'll see that each Event has a button that says QR Code. When you click that button, a pop-up with the QR Code to copy or download will appear. QR Codes are good for sharing on print media and on social media. We recommend using the Event URL for improved tracking when sending through email.

What the event looks like:

What the QR Code pop-up will look like:

Checking In Attendees

Unique to our Event Registration survey is the ability to check-in attendees on the day of the event. There are two ways that check-in works.

Through Event Registration Reporting:

Access Event Registration Reporting by choosing Reporting from the menu item on the lefthand navigation menu. From there, you'll choose the individual event.
On the day of the event, you'll see a clickable checkbox beside each contact that responded Attending.
As attendees arrive to the event, check off names using your laptop or tablet.

Through confirmation QR Code

When a contact RSVPs as Attending, they'll receive a confirmation email address with a unique QR Code.
When attendees arrive to the event, a Levitate user can scan these QR Codes when presented using their mobile phones. Most mobile phones support the ability to recognize and scan QR Codes using their cameras.
Once a QR Code has been scanned, the attendee will be checked in.

Keeping track of responses

Just like any of our other surveys, you can check in on your RSVPs via our Event Report page, which you can access through 'Tags & Reports.' You’ll be able to see who’s responded (yes or no) and who hasn’t– you’ll also be able to export this data as a spreadsheet.

Each event will have its own line and full report. All answers, including answers to custom questions, will be recorded in the report. The report will also show which attendees have been checked in using the above methods.

Following up on Event Registration responses

Much like with group email campaigns, users will be able to send a follow-up email to recipients of an event invitation. Users can choose who to send the email to through segmentation by response type. Reports can also be downloaded for manual tagging and record keeping.

Creating an event registration automation

Users are able to create an automation triggered by an invitee responding 'I'm Attending.' Just like other automations, an email or text message can be sent, a handwritten card, an action item can be assigned, and more.

If the invitee changes their RSVP response, the automation can be set to automatically stop.

Event Reporting in Levitate

Accessing Event Reports

Log in to your Levitate account.
Navigate to the Reporting section from the left-hand menu.
Click on Event Reports.
Select the event you would like to review from the list.

Viewing Historical Event Reports

To view past events:

Select Include Past Events (if available).

Event Metrics Available

Within each event report, you can view:

Confirmed attendees
Not Attending
No Response

Exporting Event Reports

You can export event data for additional analysis or recordkeeping.

To export:

Click on the specific event.
Click Download Report

Managing Event Registration Dates

Keeping Registration Open Past the Event Date

Event registration in Levitate does not automatically close when your event starts. Registration is controlled by an optional Registration Deadline field in the event's Attendee Options — not by the event start date itself.

If no deadline is set, registration stays open until the event is archived.
If a deadline is set, registration closes at the end of that day (11:59 PM).

To keep registration open past the event date:

If you previously set a registration deadline and need to extend it:

Open your event and go to Attendee Options.
Find the Registration Deadline field.
Either remove the deadline entirely or update it to a later date.
Save your changes.

Tip: If you expect walk-ins or late registrations, leave the Registration Deadline field blank. Registration will remain open until you archive the event.

Event Reporting Troubleshooting

A Contact Shows "No Email" But Claims to Have Received the Invitation and RSVP'd

The "No email" label in event reporting means that, at the time the invitation was sent, the contact did not have an email address on their Levitate profile. This is recorded automatically and does not update retroactively.

If a contact appears under "No email" but says they received the invitation and RSVP'd, here are the most likely explanations:

1. They used a different email address The contact may have RSVP'd using an email address that differs from what's saved in their Levitate profile. Check the contact's profile for any additional or alternate email addresses.

2. They accessed the survey through a forwarded link If someone forwarded the invitation email, the recipient can submit the survey without being linked to the original contact record. The RSVP may exist, but it won't appear under the expected contact.

3. Email tracking was blocked Some email clients or browser settings block tracking pixels, which can prevent the system from recording a successful delivery — even if the contact did receive and open the email.

What to do:

Open the contact's profile and review all email addresses on file.
Check whether the invitation may have been forwarded to them.
Confirm the RSVP response and compare the email address used against what's in their profile.

Note: The "No email" status reflects the contact's profile at the time of sending. Updating their email address after the fact will not change how they appear in existing event reports.

FAQ

Can I keep event registration open after the event start date?

Yes. Registration does not close based on the event start date. It only closes if you've set a Registration Deadline, and only once that deadline date has passed. To keep registration open, remove the deadline or set it to a future date.

Why does a contact show "No email" in my event report if they say they RSVP'd?

"No email" means the contact had no email address in Levitate at the time the invitation was sent. If they RSVP'd, they may have used a different email address, accessed the survey through a forwarded link, or their email delivery wasn't tracked due to privacy settings. Check their contact profile for alternate addresses.