Inviting 3rd Party Coordinators

After you create your 3rd party packages, you can invite third party coordinators to manage those packages. Please refer to our article Creating an Event with Third Party for more information on how to set up those packages.

To begin inviting people, first navigate to TICKETS.

Double check that the packages you want to be available to third party coordinators via email are all activated. You can do this by checking the box under the envelope icon that corresponds with each package.

Next, navigate to EMAILS.

Click the SEND 3RD PARTY LOGIN INVITE button. 

Please note: Before you can proceed with sending coordinator emails, you must edit and save your default confirmation email.

The available packages will appear in this table. Click USE next to whichever package you want to invite your coordinator to.

The 3RD PARTY INVITE SETUP modal will open. Type the NAME and OWNER in the textboxes provided. These are often the same. Press SAVE NAME once finished.

After pressing SAVE NAME, you'll be redirected back to the EMAILS page. Click ADD COORDINATORS.

The ADD COORDINATOR FOR THIS INVITE modal will appear. Start typing in the name of the representative from the organization that has purchased this package. If they already exist within your contacts database, their name will eventually populate. If they are not yet in your contacts, click ADD NEW CONTACT.

Type in their email, then click CHECK EMAIL. The modal will expand with input fields. Type in the coordinator's contact details, check the box next to the communication acknowledgement, then click ADD COORDINATOR.

In some cases, your third party sponsors may prefer that you manage their guest list on their behalf. In this case, you can invite yourself by checking the box next to EVENT MANAGER. If you want someone else from your organization to manage a package, they should login to ZenGRM, access the event, then check the box next to CURRENT USER at this stage.

Once you've assigned a coordinator, click EDIT INVITE.

The MANAGING YOUR GUEST LIST email window will appear. We've provided a template, but you can edit this email to fit your preferences. Please note that the main purpose of this email is to provide your 3rd party coordinators with login access to ZenGRM so they can start adding guests to their assigned package independently. 

With this in mind, it's imperative that you DO NOT delete the or [new user login] merge field. As always, we recommend sending a test email to yourself by clicking SEND TEST EMAIL. Once the email is perfected, press SAVE.

You'll be redirected back to your EMAILS page. Click SET LAUNCH TIME.

Choose your launch time, then press SAVE.

Click LAUNCH.

The CONFIRM EMAIL SEND window will appear. Click CONFIRM.

The person who was nominated as the organization's 3rd party coordinator will receive an email with the subject line 'Managing Your Guest List'

They should click the green SIGN IN TO ZENGRM button. If they are not the coordinator, or believe they received this email in error, they should click the red NO, I AM NOT GUEST COORDINATOR button. For more information regarding that process, refer to What happens when an email recipient clicks the 'No, I am not Guest Coordinator' button?

The email recipient will be redirected to this page, where they'll be prompted to submit their email. Once they click CONFIRM EMAIL, they'll receive a code in their email. They should submit the code they received, then click SUBMIT CODE.

If there is no currently existing ZenGRM account associated with the email, the 3rd party coordinator will be prompted to create a password and establish an account, then click SET PASSWORD.

Next, they will be redirected to the ZenGRM sign in page. They should login on the right side, using their email and the password they just created, then click SIGN IN.

After logging in, they will be redirected to a landing page that contains all of the events they have access to. They should click the name of the event they want to manage in the right panel. This person has been nominated as the TPC for two different packages at the event, so he can navigate between them both to manage them.

When they click that hyperlink, they will be redirected to their Event Management Center.

Thank you! If you have questions about this workflow, or any other features in ZenGRM, please contact support@zengrm.com