About Invite-only Events
The Invite-only Events feature enables Event Organizers to restrict access to an Event’s registration by requiring Attendees to verify their email address against a pre-approved invitation list. This lightweight gating mechanism offers a straightforward way to control Event access without requiring login credentials or personalized registration links.
Benefits
- Offers a single registration URL for all invitees while maintaining access control
- Automatic pre-population of registration information for verified Attendees
- Limit access to Events or Sessions based on eligibility
- Support for reCAPTCHA integration for additional security
- Scalable solution for large invitation lists
Invite-Only Events vs. Visibility Controls vs. Advanced Visibility
| Feature | Invite-Only Events | Visibility Controls | Advanced Visibility |
|---|---|---|---|
| Purpose | Restrict access via email match to the invited list | Show/hide content based on Attendee fields (role, membership, etc.) | Complex rule-based access via Contact/Person Account data |
| Access Method | Enter email address to validate against invite list | Visibility Control field on Attendee/Contact | BT Rules evaluate Contact fields; no field config needed |
| Authentication Required | ❌ No login needed; public link | ✅ Requires Experience Cloud login or iframe auth | ✅ Requires Experience Cloud login or iframe auth |
| Personalization | Prefill registration fields after email match | Custom views based on Attendee/Contact field values | Tailored Event/Event Item/Session visibility via complex rules |
| Setup Complexity | ✅ Easy to configure | ⚠️ Moderate setup; manual updates to records required | ⚠️ High complexity; admin-level config needed |
| Scalability | ✅ Single link for all invitees | ⚠️ Manual field maintenance on records | ✅ Scales well using rules and Express Registration |
| Ideal For | Simple, secure gated events without login; large invite lists | Membership-based access, role-specific content | Multi-criteria logic (e.g., households, org-wide rules) |
| Use Cases | Hidden Events by email domain, QR-based check-in | Member-only pricing, role-based Session access | Limit access per family member, restrict by custom fields |
| Automation Support | ❌ Not yet automated | ⚠️ Requires manual or workflow updates to fields | ✅ Supports rule-based automation with BT Rules |
Set Up
Prerequisite
Before using the Invite-only feature, verify Attendee records include the following information:
- an accurate email address in the Email (conference360__Email2__c) field
- the correct Registration Status value (see chart)
Note: Attendees should have a unique email address. Duplicate email addresses can cause issues with registrations.
Configure the Event Settings Record
After configuring your Event, update the Event Settings record to include the following.
- Set the Invitee Verification Method (conference360__Invitee_Verification_Method__c) field to "Attendee Email Match." Leave the field set to "None” (default) for the standard registration process.
- If you are using reCAPTCHA, check the Enable Captcha box. Attendees must now complete the reCAPTCHA challenge before they can click the Verify Email button.
Once your Event is published, use the Event URL for all invitations.
Attendee Experience
An Attendee goes to the Event URL, sees the email verification page, and completes the following steps.
- Enter an email address in the verification field.
- Complete reCAPTCHA, if enabled.
- Click Verify Email.
If their email is recognized, they will see the registration form with their pre-populated information.
If their email isn’t recognized, they will see: “This email is not recognized. Please contact the event organizer."
Viewing an Event on a Mobile Device
If an Attendee views an Event webpage on a mobile device and the invite-only feature is enabled, they won’t see the Get Tickets button until they have verified their email address.
Changes to the Cart Behavior
If an Attendee goes to the Cart page without first verifying their email, they will be redirected to the Event’s overview page, where they will be prompted to verify their email.
Registration Status Behaviors
An Attendee’s registration experience varies based on their Registration Status.
| Attendee Registration Status | Behavior |
|---|---|
| Awaiting Approval | After verifying their email, the Attendee goes to the Event’s overview page, but the Register button is grayed out, and they are unable to register for the Event. |
| Canceled | After verifying their email, the Attendee will see the following message: “Attendee Registration is cancelled.” |
| Declined | After verifying their email, the Attendee goes to the Event’s overview page, which displays the following message. "Sorry that you are not able to attend this event, but we hope to see you at one of our next events! You may come back any time to register for the event, should you change your mind." |
| Invited | After verifying their email, the Attendee goes to the Event’s overview page. The Attendee clicks either the Yes or the GET TICKETS button and goes to the Ticket selection page. From here, the Attendee completes the regular checkout process. |
| Lead | After verifying their email, the Attendee goes to the Event’s overview page, where they can register for the Event. |
| Pending | After verifying their email, the Attendee goes to the Event’s overview page. |
| Registered | Attendee sees their registration confirmation with the check-in QR code. |
| Rejected | After verifying their email, the Attendee goes to the Event’s overview page, but the Register button is grayed out, and they are unable to register for the Event. |
| To Invite | After verifying their email, the Attendee goes to the Event’s overview page, where they can register for the Event. |
| Waitlisted - Pending | After verifying their email, the Attendee will see the following message: “You are on the waitlist!" |
| Waitlisted - Rejected | After verifying their email, the Attendee goes to the Event’s overview page, but the Register button is grayed out, and they are unable to register for the Event. |
Technical Information
Email Matching Logic:
When a potential Attendee enters an email, the email is compared against Attendee records related to an Event to determine if they can register for the Event. If an email is found, they will be redirected to their AttendeeLink.
Scenario: 1 match
If a potential Attendee enters an email that matches the Email (conference360__Email2__c) on one Attendee record related to the Event, then the Attendee will be redirected to their AttendeeLink so they can register for the Event.
Scenario: 2+ matches
If a potential Attendee enters an email that matches an Email (conference360__Email2__c) on two or more Attendee records related to the Event, then the data in the first match will be used when redirecting the registrant to their AttendeeLink.
Scenario: No match
If a potential Attendee enters an email address that doesn’t match the Email (conference360__Email2__c) on an Attendee record, then the Attendee will see an error message.
About the Invitee Verification Method Field
Event Organizers can use the Event Settings Invitee Verification Method field to designate whether all Events related to the Event Settings record are invite-only.
- Object: Event Settings
- Field Label: Invitee Verification Method
- API Name: conference360__ Invitee_Verification_Method__c
- Data Type: Picklist
- Values: “Attendee Email Match”, “None (default)”
- Description: Prevents access to the event registration page until the invitee’s access is verified.
- Help text: Verification required for non-authenticated users to register for an event.
Updated Permission Sets:
- READ/EDIT: Blackthorn | Events (Admin), Blackthorn | Events (Organizer), Blackthorn | Events (Community/Platform User)
- READ ONLY: Blackthorn | Events (Lite User), Blackthorn | Events (Limited Access), Blackthorn | Events (Read Only)