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 email addresses 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 Tool on the Experience Dashboard of any Experience Type (Trivia Game, Bingo Game, Poll, Social Wall) under the purple Leads tab and under 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
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).
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 by importing 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 on the blue Edit VIP Guests button. An entry form will slide down and allow you to manually add entries. You can either type in your participant email addresses (or phone numbers) or copy and paste them. 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 they're 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' email addresses 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 address or phone number selection.
The spreadsheet contains a single column where you'll enter your participant email addresses or phone numbers into. Simply add your participant's email addresses 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 and click on 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.
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 in order to save it, edit it, or collaborate with others. You can export your VIP Guest List to a CSV spreadsheet at any time. 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.
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 using this setting and it will be ignored by your experience's sign-in page.
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 address 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.
With VIP Guest List enabled with added VIP Guest entries, each participant's entered email address 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 address 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 then 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: