Using Magic Links

The Magic Links functionality streamlines event registration by automatically signing up attendees and taking them straight into the event via unique links. This guide covers everything your need to successfully manage Magic Links:

• understanding how Magic Links work and what happens when a user clicks on a Magic Link,
• uploading invitees and ensuring correct CSV formatting,
• sending out Magic Link invites,
• inviting a single user,
• managing invitation statuses,
• canceling invites,
• editing invitee details,
• managing declined invitations,
• copying and resending Magic Links,
• and downloading Magic Links.

How Magic Links work

The Magic Link acts as a "registration pass". Clicking on it automatically registers the user for a specific event. If they do not have an existing RingCentral Events user account yet, it also creates an account for them. 

The Magic Link also acts as an "access pass" into the event. It bypasses the need for the registered users to sign in to RingCentral Events and brings them directly into their RingCentral Events account and into the event. 

No two magic link are the same. Each is unique for every attendee at every event.

Using Magic Links

There are several ways you can use Magic Links when hosting an event on RingCentral Events:

• Magic Links in the automated emails: All default automated emails sent to registered users contain a personalized Magic Link allowing quick access to the event with a click. 
• Magic Links in the custom emails: When creating and sending a custom email, you can use one of the liquid tags to generate Magic Links. 
• Direct access to Magic Links: You can copy or download the individual Magic Link to share it with the registrant directly. 
• Magic Link Invites: If you have a list of invitees (e.g. internal employees or team members), you can upload it and send everyone a Magic Link invite with a couple of clicks.
• Magic Links sent via integrations: Magic Links can be sent to the external registration platform via one of the available integrations (such as Marketo, Hubspot, Salesforce, etc.) so you can provide seamless access to your event via the external registration confirmation email.

Uploading invitees

To upload a CSV file with invitees:

1. Export your list of registrants from the external registration site or internal database (if needed).
2. Split your registrants into separate CSV files (one CSV file per Ticket Type).
   
   Tip: To ensure a smooth file upload, consider limiting your list of registrants to 5000 per file.
3. Go to Event Dashboard > Registration > Magic Link Invites > Upload CSV.
4. Under Step 1, click Download Sample CSV to ensure you have the correct format for the CSV file.
   
   Note: A header row is mandatory in each CSV file you upload. Header rows are case sensitive must be formatted exactly like this: Email, FirstName, LastName, Headline. There is no space between FirstName or LastName. Do not leave any rows or cells blank in your CSV upload.
5. Under Step 2, select a CSV file for upload. 
6. Under Step 3, select a ticket type associated with your invitees.
7. Click Upload CSV.
8. Once uploaded, go to the Manage Invitations tab to send Magic Links invites.

Errors when uploading CSV files

CSV (Comma Separated Value) is a file format that contains plain text values separated by commas.

Before uploading your schedule, we recommend using a default text editor (such as VS Code or Notepad on Windows or TextEdit on Mac) to review the data formatting. This helps to find mistakes that could be easily missed in table view.

Here is how the CSV file will look when viewed in an advanced spreadsheet editor like Excel, Numbers, Google Sheets, etc., please note the coma delimiters are not shown:

When opened in Notepad on Windows, or TextEdit on Mac the same CSV file looks like below, please note the coma delimiters are displayed making it easier to spot any formatting error:

Here is the list of rules and recommendation to follow what preparing and uploading your file:

• CSV format: Upload a CSV, not XLS / XLSX or any other format.
• No filters: Do not have filters applied in your CSV file.
• No empty rows: There must be no empty rows in the CSV document.
• Comma as a separator: Ensure your CSV is exported as comma-separated values, not semicolon-separated values.
• Column headers formatting: Use Email, FirstName, LastName, Headline (case sensitive) as your headers.
• Email format: Must be valid for all rows (e.g. email@emailprovider.com).
• Simple file name: Please try to keep the nomenclature of the CSV file name as simple as possible and do not leave spaces in the name of the CSV file or have any unique symbols.
• Unicode (UTF-8): Be sure the text encoding for the CSV file is set as Unicode (UTF-8). If this is set to anything else you may experience issues displaying special characters.Always download the template (recommended) to ensure it's the most updated version of the CSV file with correct columns

Sending out Magic Link invites

Once you've uploaded your list of invitees, it's time to send out the invites:

1. Go to Event Dashboard > Registration > Magic Link Invites > Manage Invitations. Invitation Status for imported invitees will display Not yet invited.
2. Click the checkbox on top of the user list to select all users that have been uploaded.
   

   Tip: If needed, filter the list of invites by invitation status. Choose Not yet Invited from the drop-down menu and select all of the users by clicking the checkbox on top of the list. Alternatively, single-select specific users by clicking the checkbox next their names to send invitations to them only.
   

3. Click Send Invite.
   ✔ Once invites have been sent, the Invitation Status will be updated to Invited.

Sending a single Magic Link invite

If you don't have a list of users to upload and need to send a single Magic Link invite:

1. Go to Event Dashboard > Registration > Magic Link Invites > Single Invite.
2. Under Step 1, enter the invitees's details (i.e. Email, First Name, Last Name & Headline).
3. Under Step 2, select the associated ticket type.
4. Click Send Invitation. 
   ✔ The invite can be reviewed and managed in the Manage Invitations tab.

Emails received

If a user has an existing RingCentral Events user account, they will receive an email prompting them to Login & Join Event. If they do not already have a user account, they will receive an email to Verify Registration to proceed. When accepting the invite, they will receive the Order Confirmation email.

Here is how the default Magic Link Invite emails look like:

Managing invitations

Go to Event Dashboard > Registration > Magic Link Invites > Manage Invitations tab to manage invites.

Here you can review the Invitation Status:

• Not yet Invited: The user has been uploaded via the CSV file but hasn't been sent an invite yet.
• Invited/Pending: The Magic Link invite has been sent out, but the user hasn't accepted it yet.
• Registered: The user has accepted the invite and got registered for the event. 
• Declined: The user has declined the invite.

To edit invitee details, hover over the listing and click the Pencil icon (applies to the invitees with the Note yet invited or Pending status). 

Select the users on the list to be able to:

• Send Invite (send a new invite or resend the existing invite).
• Cancel Invite (to remove the invite).

Declined Magic Link invites

When clicking the Magic Link, users with no existing user account will need to agree to RingCentral policy and terms in order to proceed. Here, they can also click Decline invitation and remove my data from RingCentral to decline the invite. In this case, all data associated with the user will be removed from RingCentral Events and you won't longer see this invitee listed in the Event Dashboard > People > Magic links > Manage Invitations.

All invited users have an option to decline the invite by clicking the unsubscribe link in the email footer and selecting Decline invitation. In this case, the invite will be marked as Declined in the Event Dashboard > People > Magic links > Manage Invitations.

To successfully manage declined Magic Link invites, keep in mind the following scenarios: 

• Selecting a declined Magic Link invite from the list and resending invitation:
  • Emails for declined invitations are not sent.
• Sending a single invite to a user who already had Magic Link invitation declined:
  • User should not receive an email with an invitation.
  • User invitation status will still be displayed as declined.
• Uploading a CSV file with users who already declined Magic Mink invitation:
  
  • User invitation status will still be displayed as declined.
• Canceling Magic Link invitation which was declined:
  • Magic Link invitation is deleted and removed from the list.
  • You can send a new invitation.
• Sending a new invitation to a user who declined the invitation and removed their data (the invitation is no longer listed and has been removed):
  • Email is sent.

Resending the Magic Link invite

For a quick reminder to recipients who have not accepted invites yet, you can resend the Magic Link invite email:

1. Go to the Event Dashboard > Registration > Magic Link Invites > Manage Invitations.
2. Filter the list of invites by invitation status. Choose Invited from the drop-down menu; these recipients are labeled as Pending on the list.
3. Click the top checkbox to select all users on the filtered list.
   
   Tip: Alternatively, single-select specific users by clicking the checkbox next their names to send invitations to them only.
4. Click Send Invites.

To resend a Magic Link invite to the registered user who cannot find the email in their mailbox:

1. Go to Event Dashboard > Registration > Registrants page.
2. Locate the registrant on the list.
3. Hover over the listing, click the Menu icon ••• and select Send Event Link. 

Copying the Magic Link

To copy the Magic Link and send to the registrant manually:

1. Go to the Event Dashboard > Registration > Registrants. 
2. Locate the registrant on the list.
3. Click Copy link in the Magic Link column.
   ✔ The link will be copied to your clipboard so you can paste it into your message or email. 

Downloading Magic Links

To download a list of Magic Links invites:

1. Go to Event Dashboard > Registration > Magic Link Invites > Manage Invitations.
2. Select your Magic Link recipients in groups or all at once using the checkboxes.
3. Click Download Magic Link Invites to generate and download the report.

The report includes the following fields:

• URL: the magic link
• Email: the email of the recipient
• First Name: the first name of the recipient
• Last Name: the surname of the recipient
• Headline: the headline of the recipient
• Ticket name: the name of the ticket purchased
• Used: If the magic link has been already used

Magic links are also included in the Registrants report. The report can be downloaded from the Event Dashboard > Registration > Registrants page by clicking Download. 

It can also be downloaded from the Event Dashboard > Analytics > Reports page.