All Classroom Plan subscribers and above have the ability to enable a VIP Guest List.
With the VIP Guest List, you can verify and limit which participants can join your Experiences! Easily create a list of Emails or Phone Numbers that are permitted to join your Experience. Your participants must then enter an email address or phone number that matches an entry on the list to gain access.
Why Verify Participant Access?
For example, if your virtual trivia event requires that participants purchase an entry ticket to play, complete a signup page, or any other action prior to joining the actual game, you'll want to make sure only those participants that completed the action gain access. VIP Guest List ensures your participants enter a valid email address or phone number. Without the VIP Guest List, your participants could simply share the URL to your trivia game (e.g. crowd.live/123456) and anyone with the URL would be able to join the trivia game. The VIP Guest List eliminates the possibility of simple URL sharing.
Where To Access VIP Guest List?
You can access the VIP Guest List on the Experience Dashboard of any Experience Type (Trivia Game, Bingo Game, Poll, Social Wall) under the purple Leads tab then the VIP Guest List section.
The VIP Guest List under the Leads tab on the Experience Dashboard
Set Up a VIP Guest List
By default, a VIP Guest List can verify using an Email Address or Phone Number. You can select one of these options under the Choose VIP Guest List Field.
For Email Addresses, the format is a standard email address such as:
For Phone Numbers, the format must follow the E.164 international standard which adds a "+" sign followed by the country code followed by the area code and phone number with no other formatting (e.g. parenthesis or hyphens). For example:
- +16266844412 - A US-based phone number that would be displayed as (626) 684-4412
- +447911123456 - A UK-based phone number that would be displayed as 7911 123456
Crowdpurr's Phone Number lead capture field saves phone numbers in the E.164 international standard so your VIP Guest entries must also follow this format to successfully match against phone numbers. See this helpful article How to Format International Telephone Numbers.
VIP Guest List uses a participant's Email Address or Phone Number because those values are unique to each participant. No two participants can have the same Email Address or Phone Number. Therefore, Crowdpurr can use these as unique identifiers for participants.
Before enabling a VIP Guest List, you must add some VIP Guest entries to your list. You wouldn't want to enable a VIP Guest List with no entries or every participant would be locked out of your Experience and unable to join (see below for when you might actually want to lock out all participants).
Yes! Seminar Plan or higher customers can verify participants using Custom Lead Capture Fields. You can choose from a multitude of unique identifiers such as unique codes, Twitter or Instagram handles, Employee IDs, etc. For more information, check out Set Up a VIP Guest List with a Custom Field.
Adding VIP Guests to the VIP Guest List
To add VIP Guests, you can either manually copy and paste entries using the blue Edit VIP Guests button or import entries from a spreadsheet using the pink Import List button.
Copy and Pasting VIP Guest Entries
To type in or copy and paste VIP Guest entries, click the blue Edit VIP Guests button. An entry form will slide down where you can manually add entries. You can choose to type in your participant email addresses (or phone numbers) or copy and paste them. Please note, you must separate multiple entries with a comma.
After entering your participants, click the green Save button and they will be appended to your VIP Guest List and the table will update to show your list of VIP Guest entries.
Manually added VIP Guests using verified Email Addresses
If you have a software tool tracking your event's ticket purchases or signups, it may have a function that exports your participant email addresses (or phone numbers) in a comma-separated value (CSV) format that you can paste into this form.
When your participants join your Experience and are on your VIP Guest List, the participant's Joined At date will be set in the VIP Guest List table.
Two VIP Guests have joined the Experience
Importing VIP Guests from a Spreadsheet
It's usually easier to manage your participants in a spreadsheet such as Microsoft Excel or Google Sheets. This will let you maintain a manageable list of your participants' Emails or Phone Numbers.
To import your spreadsheet, click on the pink Import List button. This will open a pop-up that contains a link to an example spreadsheet you can download as a starting point to start entering VIP Guest entries. It will be formatted based on your Email or Phone Number selection.
The spreadsheet contains a single column where you'll enter your participant Emails or Phone Numbers. Simply add your participant's Emails or E.164-formatted Phone Numbers to each row of the spreadsheet and save it.
Once you've added all your VIP Guest entries, save your spreadsheet as a CSV format file (comma-separated values).
Click on the pink Import List button then click the blue Import Guest List button on the pop-up and select your exported CSV spreadsheet file. Your spreadsheet of VIP Guest entries will now be added to the VIP Guest List table.
Whenever you import a VIP Guest List from a spreadsheet, any existing VIP Guest entries will be removed and your imported list will replace the existing one. When using a spreadsheet, it's best to make additions and subtractions in the spreadsheet and then do reimport the sheet.
You can still use the Edit VIP Guests option to quickly add one or more VIP Guest entries without re-importing.
Managing a VIP Guest List
Removing VIP Guest Entries
To remove a single added VIP Guest entry, simply click on the red circle Trashcan button under the Delete? column to remove the VIP Guest entry.
Clearing a VIP Guest List
To remove all entries from a VIP Guest List, click the blue Edit VIP Guests button and click the red circle Trashcan button under Remove VIP Guest List heading.
Exporting a VIP Guest List to a Spreadsheet
You may want to export your VIP Guest List to a spreadsheet to save it, edit it, or collaborate with others. You can always export your VIP Guest List to a CSV spreadsheet. Click on the pink Export List button to export it.
You can then edit this exported file and re-import it to reflect the edits you and/or your team made. This can be a good workflow to keep the VIP Guest List up to date, especially if any VIP Guests were added manually using Edit VIP Guests.
VIP Guest List Settings
The VIP Guest List has the following settings:
Choose VIP Guest List Field
As explained above, the VIP Guest List Field sets the type of lead capture field your VIP Guest List will use to match against your participants.
When switching the VIP Guest List Field, any existing VIP Guest entries will be removed as they are not compatible together.
VIP Guest List Enabled
This setting enables or disables your VIP Guest List. If you want to temporarily disable your VIP Guest List without removing it entirely, you can simply turn it off this setting. Crowdpurr will then ignore the VIP Guest List when participants sign into the Experience.
When enabling your VIP Guest List, Crowdpurr will automatically enable the appropriate lead capture field on your experience and make sure it is set to Required.
If your chosen VIP Guest List Field is not enabled and required in your participant lead capture settings, your VIP Guest List will be ignored even if enabled.
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Participant View with the Nickname and Email fields set as Required |
Participant View indicating the Email field is required when attempting to skip over it |
VIP Guests May Rejoin
Enabling this setting allows participants to rejoin the Experience as many times as they want as long as they enter a valid Email or Phone Number on your VIP Guest List.
If this setting is disabled, a participant will only be allowed to join your Experience once. You can see which participants have joined your Experience by viewing your VIP Guest List table and inspecting the various Joined Yet? fields. When a participant joins, the Joined Yet? fields will populate.
Be careful when disabling VIP Guest May Rejoin. For some use cases where security matters, it makes sense, as it completely eliminates all possibilities of URL sharing. Because each Email or Phone Number can only be used once, they cannot be shared.
However, if a participant's mobile device battery dies and/or they need to switch devices and rejoin for some other valid reason, disabling this setting will prevent all participants from rejoining for any reason.
Participant Sign-In
With VIP Guest List enabled with added VIP Guest entries, each participant's entered Email or Phone Number will be matched against those in the VIP Guest List. If they are on the VIP Guest List, they will be allowed to enter your Experience, and their Joined Yet? fields will be updated with the time they joined your Experience.
If the participant is not on the VIP Guest List, they will receive a red error message informing them that their Email or Phone Number does not have access to join.
| A participant tries to join who's not on the VIP Guest List |
Locking Out All Participants
In some use cases, you may want to prevent all participant access such as not allowing late participants to join your Experience after you've started it.
This can be achieved using a "hack" with the VIP Guest List feature by adding a single "dummy" VIP Guest entry using the blue Edit VIP Guests button and then enabling VIP Guest List Enabled. You must have at least one VIP Guest entry to enable the VIP Guest List.
This will prevent all future participants because your VIP Guest List doesn't contain any actual valid VIP Guest entries.
For More Information
For more information related to this article, check out the following Help Center articles and links:
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