Quickstart - Create your MATE Complete event quickly

This Walk Through Guide helps you step by step from creating the event to the evaluation, nothing to forget.

1. Start with MATE

MATE always has the same structure in the overview.

  • Search - searches the entire record
  • Green button - Configuration (create something)
  • Select action - Selection options (active only after selection of at least one data record)
  • Settings - User settings (admin only)
  • Column selection - selection of all available attributes to show or hide
  • Refresh button - update entries
  • Table with the entries (tile view option for events)- All entries with their information are listed here

MATE CMS Event overview

The table in the overview.

  • Columns - Information or Attributes
  • Actions - Duplicate, edit, or delete event
You can drag and drop each column to any position you like and thus personalize your CMS overview. 

2. Create an event

You will find this option under: 

CMS Overview > "+ Create event"

To create a new event, click on the green button " Create event". You then have the possibility to select or enter basic information about your event.

For more information please visit our support article.

>>> Create a new event

3. Communication/email

You will find this option under:

Select Event > Communication > Emails > "Create email"

Think about which e-mails you would like to send, when and to whom during your invitation and response process. With MATE you can create as many e-mails as you like for an event.

It is necessary to always choose the right type of email for your emails. The following e-mail types are available:

  • Save the Date
  • Invitation
  • Invitation reminder
  • Confirmation
  • Reminder for commitments
  • Free email (e.g. for thanks)

For more information please visit our support article: 

>>> Email types.

MATE offers four different templates for email design as standard. The following information is requested. Please note that content is usually optional and partly depends on the selected e-mail template.

  • Sender Information
  • Logos, texts & images
  • Colours & Styling
  • Buttons & other elements
  • Footer
  • Invitation settings
  • Additional options
  • Test and create e-mail

For more information please visit our support article: 

>>> Email templates.

The preview function shows a preview of the changes made without having to save them first.
When uploading images and logos, please remember the recommended pixel sizes to ensure optimal display.
Only use images whose rights you have. MATE does not take liability for this.

For more information on how to create an email, please visit our support article:

>>> Creation of an email.

4. Registration/webpage

You will find this option under:

Select event > Web Pages > "Create webpage

Define templates

By default, MATE offers you the choice of three different templates (Basic, Advanced and Complete). These differ from the number of modules available. Specify which module modules you want to have next to the form on your registration page. Depending on the template, you can choose from the following processing steps.

  • Registration settings (from Basic)
  • Registration form (Basic or higher)
  • Separate registration form (if form should not be on the header image), (Basic and higher)
  • Texts & Buttons for registration (Basic and higher)
  • Title & Corporate Design (from Basic)
  • Social media links (from Basic)
  • Header (Basic and above)
  • Countdown (from Basic)
  • Text box (Advanced and above)
  • Program/Agenda or similar (up to five tabs), (from Advanced, several tabs only in Complete)
  • Speakers/guests of honour or similar (from Advanced)
  • Picture & Text (up to two) (from Complete)
  • Pictures Slideshow (from Complete)
  • Video (from Complete)
  • Partners/sponsors or similar (from Complete)
  • Place/Location (Google Maps integration), (from Basic)
  • Footer (Basic and above)
  • Custom CSS & JavaScript (Basic and above)
  • Naming and creating a website (Basic and higher)
Registration settings

This is where you define basic settings for your registry.

  • Close registration - Set a date when your registration should be closed
  • Maximum registrations - Specify whether you want to have a maximum number of participants
  • Other settings* - Specify a link suffix if required (allows a link to an empty form).
  • Default page - If there are several websites, a default page for personalized invitations must be set
For login pages MATE will assign a specific domain. The first part of the domain is defined and is https://app.mateforevents.com/r/. The following part (link suffix) can be freely defined by you and is used to specify the event. The event name can be used here as an example: https://app.mateforevents.com/r/veranstaltungstitel.**

In addition to the personalised registration via a direct link from an e-mail (direct acceptance), MATE also offers the possibility of providing the registration page with a code. There are two variants for this, which can also be used in parallel: 

  • Personalized invitation code - With this variant, a personalized invitation code is generated for each guest, which the guest can enter to access his or her personalized registration.  
  • General Code - This option assigns a general code that is valid for all guests. In this case a combination of personalized and open registration is possible.
If you specify a domain as described in point 1 and do NOT enter a code, anyone who knows the domain assigned can register it. We therefore always advise you to assign a code and only omit it if this is explicitly desired.

*Not necessary for exclusive invitation via e-mail.

** The standard domain changes accordingly if you have included your own domain.

For more information, please visit our support article.

>>> Registration settings.

Registration form

MATE provides you with a standard form which you can customize as you wish. Field information is linked to attributes. Attributes are all information that belongs to a guest. You can freely define and name them. You can move form fields (rows) to the desired position using drag & drop.

The following buttons are available.

  • Setting Accompaniment - Enter details of accompanying persons for all guests*
  1. Select the number of escorts allowed (max. 20).
  2. Select the attributes that should be queried by an accompaniment (if required).

  • Add form field - Adding additional form fields
  1. Select your desired form field
  2. Link the field to an attribute or simply create a new attribute (see also Attributes under Further Configuration)
  3. Define the additional information of the form field, for example the heading or the width

*Can be variably adjusted for individual guests, e.g. raised.

Determine content

All modules are, with a few exceptions, structured in the same way and follow the same scheme of requested information. 

  • Activate the module - activate the module using the checkbox
  • Menu name - button in the navigation bar (click to navigate there)
  • Headline - Bold printed headline in the module
  • Color settings - Specify color settings for the heading and background color, for example
  • Text field - Free text for description etc.
  • Module-specific settings - these are settings that vary from module to module
As with the configuration of e-mails, always remember the recommended pixel sizes when uploading images and logos to ensure optimal display.

For more information on creating a website, visit our support articles:

>>> Webpage templates

>>> The configuration of a webpage

5. Create a guest distribution list

You will find this option under: Select event > Guests > Guest list

Here you have several possibilities to add guests to your guest list:

  1. Import guest list from Excel
  2. Create Guest Manually
Import guest list from Excel

When using your distribution list, it is important to determine what information should be stored for each guest. To communicate with your guests, you need at least the guest's first and last name, salutation and e-mail address. It is possible to store as much additional information (attributes) as you like. Attributes are all information that belongs to a guest. You can freely determine and name them. Each column in your Excel list is assigned by the MATE system as an individual attribute and can be transferred if desired. For example, if you want to assign a seat to your guests, the appropriate attribute could be called "Seat".

With our attribute "Categories" you can easily segment your distribution list (also in colour). In addition to this attribute, the app also has a menu name that tells you how many guests of individual categories are already at the event.
Add a single guest
Within each guest overview, you can also create/view companions, the e-mail log to check whether your e-mails have arrived and the guest's check-ins.

6. Further configuration

In addition to the e-mails and the web pages, you have the possibility to make further settings for your event. For detailed information on attributes, segmentation using categories, automatically generated salutations, printer, app and wallet/passbook settings, please visit the corresponding support websites.

You can find this option at:

Select Event > Guests

>>> Creating attributes

>>> Categories of your guests

Select event > Communication

>>> The configuration of the guest salutation

>>> Wallet/Passbook.

Select event > On-Site

>>> The printfunction

>>> App branding in the CMS

7. Invitation and feedback process

Invitation process

Inviting guests via e-mail can be read in the following support article:

>>> Sending emails

Inviting guests by mail can be read in the following support article:

>>> Generate invitation and ticket codes.

By holding down the Shift key, you can quickly select many guests using the mouse.
Feedback process

When an invitation is sent via e-mail, the status of the invited guests is automatically changed.

  • Without invitation >>> Without feedback

As soon as a guest now accepts or rejects, the status of your guest in the CMS changes again automatically.

  • Without confirmation >>> Acceptance or rejection

This gives you the possibility to track the feedback of your event at any time. You will find a complete overview of your guests and thus all key figures in the lower part of the CMS overview. This overview of key figures shows you all important figures of your event at a glance.

For further information please visit our Support Article.

>>> Status of your guests

If the response rate is low, send out an invitation reminder.

8. accreditation

You can find the MATE Guest List App in the Apple App Store at: MATE Guest List.

The MATE App ensures fast and efficient accreditation of your guests at the event location.

Preparation
Number of devices for check-in

MATE recommends using 1 device per 100-150 guests. However, this is only a guide value. Basically, the number of devices required depends on the entrance situation and the frequency of the arriving guests. Do your guests arrive bundled in a very short time window or does the accreditation extend over a longer period of time?

Before the start of the event

Before the event begins, make sure that the battery of all devices is sufficiently charged and that all devices are equipped with the latest version of the MATE Guest List App. For security reasons, you should secure the unlocking of your devices by entering a code. Make sure that at least one person on site knows the code to unlock the device. If you use one of our rental devices, we will take over the configuration for you!

Network connection

The accreditation of guests also works perfectly offline. An Internet connection is only required for synchronization and log-in. Please connect all devices to the Internet so that you can always call up the latest figures for your accreditation. 

The devices synchronize themselves independently every 1-2 minutes. Between synchronization intervals, the individual devices may have different check-in numbers. To display the most recent number, press the "Refresh" button (circular arrow) in the app once. 
The Check-In

With the help of the MATE App, a stress-free and quick accreditation of your guests is guaranteed directly on site at the event date. Accreditation can be done online and offline. However, you need an Internet connection at least once when logging in and downloading your event. It is possible to define a user in the user settings (only admins) for your check-in, who only has app usage rights.

To use the app please visit our support article:

>>> The MATE Guest List App.

It is possible that a name badge will be printed with the check-in. You will need a printer for this. See Additional Configuration > Printer Function.
If you have checked in offline, you should go online with the MATE app after the event and use the refresh button to synchronize your data with the MATE system. Log in with the same user who performed the check-in.

9. Evaluation

You will find this option under:

Select event > Guests > Guest list

General overview (key figures overview)

With the key figures overview you have a quick overview of your number of guests with accompanying persons as well as their feedback situations and check-ins. If you have limited the number of registrations / confirmations for your event, the corresponding field will be marked red when the maximum number is reached.

You can also track your re-registration quota and no-show quota at a glance. The no-show quota tells you how many guests were present at your event in relation to your confirmations. This evaluation always refers to the guests or selection you have chosen. 

Select your guests or the guest segment

The evaluation adapts automatically 

Observe your event and react accordingly to feedback quota and Co. with reminders or feedback emails.
Evaluation of the guest data in Excel

Select event > Guests > Guest list > Evaluation

You have the possibility to download an evaluation of your data in MATE in Excel at any time. You can select all attributes as you wish.

For more information please visit our support article.

>>> The export from MATE and the evaluation of your event

The attribute "External ID" can be used if, for example, you want to export guest data from your own CRM system and import it again after the event.

For all further information on how to use our software and answers to common questions, please consult our support website at https://support.mateforevents.com.


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