How do you limit registration to invited guests?
At a closed event, a public form can end up shared with people who were never on the planned guest list. Collecting confirmations by email, on the other hand, means updating the details by hand and checking who accepted the invitation, who brought a companion along and which zones each person should be able to reach.
In CONREGO you can open registration through individual links assigned to the people you invited. All the answers land in one database, where you can check the status of a submission and pick the guests you want to send a reminder to.
How does invitation-only registration work in CONREGO?
A sample process for running a closed event - from preparing the guest list to the reception desk and access control.
You import the guest list
You upload a database of the people you want to invite - guests of honour, partners, media representatives or clients, for example.
The details can be split into groups, so you can prepare different forms, messages, participation terms and scope of access for each of them.
You send personalized invitations
Each guest receives a personalized message with an individual registration link. The form can be partly filled in with the details imported earlier, so the invited person only has to check them and provide what is missing.
People who have not answered yet can be sent a separate reminder later on.
You limit registration to the people you invited
The form does not have to be publicly available. Registration is reached through an individual link assigned to a particular guest.
In the panel you can see who completed their registration, who declined to attend, and whose submission has still not been sent.
You handle guests at the reception desk and control access
At the reception desk you can look a guest up by their details or scan their individual QR code. Once attendance is marked, staff can also print a badge.
At the entrances to selected rooms and zones the system lets you check whether a person has the right permissions, and record their passage.
A VIP invitation and open registration at one event
Within a single event you can run open registration alongside sign-ups available by invitation only.
Guests of honour, partners or media representatives can receive personalized invitations with individual links and a partly filled-in form. Everyone else signs up through general registration - paid or free.
Each group can have different forms, participation terms, available options and messages. All the submissions stay in one attendee database, though.
Want to bring order to your invitations and guest list?
Set up a free trial account and see how personalized invitations, individual registration links and the handling of attendance confirmations work in CONREGO.
The trial account runs for 14 days and does not require any card details. If you have questions, the CONREGO team is there to help.
Frequently asked questions
Yes. The form does not have to be publicly available. Each invited guest receives an individual link leading to the form assigned to them, which can be partly filled in with the details imported earlier.
Access to the form rests on holding a valid link, so it should not be treated as independent confirmation of identity. For tighter control you can block editing of selected details - the email address, for instance - and verify the guest's identity on entry.
Yes. You can switch on an additional stage at which the invited person chooses whether they accept the invitation.
Once they accept, they are taken to the registration form. Declining the invitation cancels the submission and displays the message the organizer prepared.
Yes. In the panel you can check the statuses of submissions along with the responses of the people invited. That lets you tell guests who accepted or declined the invitation apart from people who did not complete the registration process.
A separate reminder or further organizational information can then be sent to a selected group.
Yes. You can configure group registration, in which the invited person adds the details of their guest.
The companion is then recorded as a separate attendee. They can receive their own QR code and be marked separately at the reception desk, and their submission is counted towards the seat limits and the reports.
On entry, staff scan the guest's individual QR code. The system checks whether that person is allowed into a given room or area, based on the information assigned to their registration.
CONREGO lets you limit users' access to selected parts of the panel. You can also switch on two-factor authentication and restrict logging in to the administration panel to specified IP addresses.
These features help protect guest data, but using the system does not in itself make the whole process compliant with the GDPR. The organizer remains responsible for granting the right permissions, for the basis on which data is processed and for the wording of the legal information provided, among other things.
Yes. In the form you can block editing of selected fields, so that the details imported by the organizer are not changed during registration.
This works well when the email address is used to identify the invited guest, for example, or when particular information should stay consistent with the list prepared beforehand. The remaining fields can be filled in or corrected by the attendee.
Yes. You can set a date on which registration closes. After it passes, a guest will not be able to submit the form, even if they still hold the individual link from the invitation.
Invitation links also respect the seat limits you set. If the limit is used up earlier, the next person trying to register will see a message that no places are available.
Yes. Once registration is complete you can send the guest a separate link that lets them correct or complete the details from the form.
Before gaining access, the attendee has to confirm the email address of the person who registered. The link can also work for submissions that are paid and completed, but it respects the registration deadline set by the organizer. It does not allow changes to the invoicing details, the payment method or the participation options selected earlier.
Yes. VIP guests, partners, speakers, media representatives and everyone else invited can receive different messages along with individual links leading to the appropriate forms.