Make guest selections with filters

Make guest selections with filters

On this page we explain how you can make a selection within the guests. For this purpose, Puerto Registration System is equipped with a powerful filter tool. With a filter or a combination of filters you can make exactly the selection you want. You can then export this selection in CSV format or use it as a mailing list for a new email campaign.

Contents of this page:

To the right place in Puerto
Introduction: AND and OR
Add a filter
Modify a filter
Combine filters
Save favorite filters
Export or email your selection

 

To the right place in Puerto

Click on Guests in the left bar under GUESTS. You will see an overview of the guests present in Puerto for your event.

 

 

Introduction: AND and OR

Before we explain how to create a filter, let's first explain some logic.

• If you combine two or more filters, the overview by default shows the guests for which all these filters are TRUE (i.e.: AND). You can change how the nested filters should be combined in order to realise an OR-combination.
• If you use multiple search criteria within a filter, the guests for which one or more of the search criteria are TRUE (i.e.: OR) are selected.

In the section highlighted in blue above, you can always check how AND and OR are applied in the filters you create.

 

Add a filter

You start creating the filter by determining whether the filter should include guests in your selection (Include) or exclude guests (Exclude). You can then determine the type of data you want to filter your guests based on. Below we explain how to further set the filter for each option.

Filtering based on Attributes
This is the default setting. Attributes stores the characteristics of your guests, such as name and address details and email address. Which attributes are available depends on the settings for your event. With Attributes you can search within all attributes at the same time.

If you only want to select one or more specific available attributes, select Attributes (advanced) in the pull-down and then select Specific attributes. You can choose whether the attribute should start with the search value (Starts with), whether the attribute should contain the search value (Contains), or whether the search value and attribute should match exactly (Exact). Then click Add filter to activate the filter. The guest list under Overview will be adjusted immediately.

Tip: with Atrributes (advanced) / Exact you can also search for empty attributes by leaving the search value empty.

 

Filtering based on Tags
Tags are values ​​linked to the guests from Puerto. For example, whether a guest is present or has logged out. The available tags depend on the settings for your event.

 

Filtering based on Email
If emails have been sent for your event, you can filter guests based on the status of an email or a specific campaign. Regarding the status, several values ​​are possible:

Delivery status

• Sent: The email has been sent.
• Delivery confirmed: the email has been delivered as far as technically tracable.
• Hard bounced: the email could not be delivered, for example because the email address does not exist.
• Soft bounced: the email could not be delivered, for example because the guest's mailbox is full.
• Complained: the email has resulted in a complaint, for example because the guest has marked the email as spam.
• Suppressed: after a hard bounce, this email address will be suppressed by Puerto.
• Error: the email was not sent due to a technical error.

Interaction

• Opened: the email has been opened by the guest.
• Webversion opened: the web version of the email has been opened by the guest. 
• Clicked: the guest clicked on a link in the email
• Clicked specific link: the guest has clicked on a specific link in the email (to be specified by entering an URL).

 

Filtering based on Assigned products
If products have been created for your event, such as tickets, you can filter on the order status of products or a specific product. The following statuses are available.

• Creating: the guest is currently ordering.
• Pending: the guest has ordered but not yet paid.
• Completed: the guest has completed the order.
• Canceled: the order has been canceled.

 

Filtering based on invitation or barcode
If you select the Invitation code or Barcode option, you can only search on an exact value. This results in only one guest and is therefore a search function. A seperate tutorial is availavble on how to search for and edit a specific guest.

Filtering based on seating
If your event is a placed event for which you use Puerto's Seating module, you can also filter for this within the guest overview. You can select all seated guests within a created Seating, within a Seating section and within a Seating section group.

 

Modify a filter

You can modify a filter after clicking the pencil in the active filter. This way you can change the search value, a tag for instance, without having to create a new filter. You can invert a filter bij changing Include into Exclude (and the other way round).

 

Combine filters

You can combine filters. This means that by default only guests for whom all activated filters are TRUE will be included in the selection. Based on the examples above, it could look like this:

You can change AND to OR by clicking the red marked pencil in the illustration above.

Advanced users who want to apply advanced filtering can start the filtering process by filtering via a Conditional group, at the very bottom of the pull down under What to filter by?. This creates a structure within which filters and possibly new filter groups can be added at two positions - inside and outside the first nest:

 

Save favorite filters

With the heart icon you can save a filter or a combination of filters. You can indicate whether this is a filter that is only available to you, or whether you want to share the filter with your colleagues. Saved filters can be found in the Favorites on the right. There you can activate, edit (available or not available to colleagues) or delete saved filters.

 

Good to know: do you see any more buttons besides the heart and the cross to the right of the applied filters? Then we make it easy for you: with these buttons you can go directly to related guests (guestrelations) and orders/order items of the active guest selection!

 

 

Export or email your selection

Once you have made the selection you wanted, you can export these guests. You can open the export in CSV format in Excel. In most cases, data in the file is separated by a semicolon (;) - this separator can be adjusted per user in our Acceso application. You can also use your selection to send an email within a campaign.

To export and email, use the two buttons marked in red below that you see at the top right of the guest overview:

 

The first of these two highlighted buttons opens the exports available for your event. In addition to the selected guests, these include, for example, the relationships of these guests, the e-ticket URLs of these guests and the items linked to these guests.

You can use the second button marked in red to create a metric cluster, a metric or an email campaign based on your selection. To create an email campaign, use the orange button Create email campaign:

 

If your filter is correct, you only need to fill in the details of your campaign to send your mailing. You can read how to do this in How to create and send a mailing, in the chapter 'The details of the campaign'. 

And then about the two black buttons not marked in red above the overview:

• You can manually add a guest with the + button.
• The first black button relates to bulk imports from guests. However, this, as well as creating metrics for statistics and graphs on the dashboard, is Puerto for advanced users. Your contact person at Invitado will be happy to explain to you how you can use these functions yourself, if you wish.