Email filtering enables organisers to manage event and webinar registrations by selectively blocking or allowing specific email domains.
The email filtering feature provides several benefits, including:
- Enhancing the registration to attendance ratio by preventing unwanted registrations.
- Preventing skewing of attendee data by filtering out irrelevant or fraudulent registrations.
- Optimizing credits consumption by ensuring that resources are allocated to genuine and valuable attendees.
If an attendee is trying to register (via the landing page)/ signing up (via event login page) with a Filtered Domain they will not be able to do so.
However, an organiser has the flexibility to add a Filtered Domain attendee to the event allowing them access to the event.
The feature is available for all types of events.
Steps are as follows: Go to Settings>Email Filtering
There are four filters under email filtering:
- No filter
- Allow only business domains
- Allow specific domains
- Block specific domains
- No filter (default chosen state): It indicates that no filtering rules have been implemented. As a result, users from any email domain can register without any restrictions or limitations.
- Allow only business domain: Only users with business/work emails will be eligible to register or be added to the event. The organizer is not required to specify any email domain; the filtering process will automatically restrict registrations to only those originating from business/work email addresses.
- Allow specific Domains: Registrations will be restricted exclusively to individuals with email addresses originating from specified domains(Example: nike.com, amplitude.com)
- Block specific domain: Registrations will be declined for individuals with email addresses originating from specified domains.
Important points to remember while adding domain name:
- The filtering process will be case-insensitive. This means that the domains can be listed with or without capitalization, and the filtering mechanism will still correctly identify and handle them.
- Please enter the domain without the "www" prefix or the "@" symbol. For instance, if the domain is "gmail.com," enter it as "gmail.com" without "www" or "@" symbols.
- We have the capability to recognize and allow or block users based on the root domain, extending up to five levels (four dots, including the root domain). Example - tt.tech.example.co.uk
- When a root domain is blocked, it automatically results in the blocking of all its subdomains as well. For instance, if "example.com" is blocked, it will block subdomains like "natural.example.com." Each domain can have a maximum of 500 subdomains.
- A maximum of 20 domains can be added
- Similarly, if a root domain is allowed, all the subdomains are also allowed.
- In cases where an organization whitelists a specific sub-domain, such as "natural.example.com," the corresponding root domain, in this case, "example.com," will not be allowed. Whitelisting the sub-domain indicates that only that specific subdomain is permitted, and the root domain will be restricted accordingly.
- Similarly if a specific sub-domain is blocked, then the root domain will not be blocked. Eg - if sales.example.com is blocked, this will not block example.com
The organizer/team member can also edit the message that will be shown to the users (on the Landing page and event login page) who are trying to register from a not allowed domain
The organizer/team member, after adding the details can choose to Save or Cancel.
If a rule has been saved and the user is changing the dropdown value they'll be prompted if they want to change the setting. The existing setting will be lost if the dropdown value is changed.
Single/Bulk Upload from people section when Email filtering is set:
Single Upload:
The organiser or team member can add participants to the event through the People section available on the organiser dashboard. They have the option to add participants individually or in bulk, allowing for efficient management of event attendees.
After entering an email address, if it belongs to a filtered domain, an alert message will be displayed below the email address field. The alert will indicate that the email belongs to a filtered domain. However, the user can still proceed and add the participant despite the domain filtering rule.
Although adding the participant despite belonging to a filtered domain is allowed in this step, it is important to note that this confirmation is a one-time occurrence.
If you attempt to add another participant with an email from a filtered domain, the confirmation
process will need to be repeated again before the participant can be successfully added.
The participant who is added bypassing the filtering rule will have the same status as a regular participant, which is "ACTIVE." Despite being added by surpassing the rule, their status will not differ from that of a participant who meets the standard registration criteria.
Bulk upload:
Upon uploading the file, a warning message will be displayed indicating that participants belonging to filtered domains (as listed in the sheet) will be unable to log in to the event or receive any emails.
Even if the "Send Invite Email" checkbox is selected, no invitation email will be sent to participants who belong to filtered domains.
This means that participants from filtered domains will not receive any invitation emails, regardless of the checkbox selection.
After processing the file, all participants belonging to filtered domains will be added to the People list. However, their status will be marked as "Filtered Domain." This distinction allows to easily identify and manage participants from filtered domains within the list.
The banner on the top of the People section shows the total number of registrations with FIltered Domain status. The banner can be dismissed by clicking on Got it
Filtered Domain status means -
- Participants belonging to filtered domain will not receive any communications or emails, including event invitations or updates.
- Regardless of possessing the event link, they will be unable to log in to the event.
- No magic link and QR code(if the user belongs to onsite group) will be generated for them.
- Furthermore, their addition will not count towards people's credit or any other accounting related to the event.
Importing from Integrations like Hubspot, Marketo or adding via APIs when Email filtering is set:
If any participant imported via integrations like Hubspot, Marketo, Eloqua etc or added via APIs belongs to the not allowed domain, will be assigned “Filtered Domain” status in the People section (similar to bulk upload flow). They will be not be able to log in to the event or receive any emails.
This distinction allows to easily identify and manage participants from filtered domains within the list.
The banner on the top of the People section shows the total number of registrations with FIltered Domain status. The banner can be dismissed by clicking on Got it
Filter change from People Section:
Organisers have the ability to remove the filtering rule by changing the status of participants from "Filtered Domain" to "Active" by applying filters to the filtered domain participants and removing the email filtering rule.
Steps are as follows:
Step 1: In the People section, filter for the “Filtered Domain” participants.
Step 2: Select the participants whose status needs to be updated from "Filtered Domain" to "Active." Click on the option to Remove Email Filter.
Step 3: A confirmation pop-up will appear, asking for confirmation before removing the email filter. Additionally, organisers will have the option to check a checkbox if they wish to send the invite email to the participants whose status is being changed from "Filtered Domain" to "Active." This allows organisers to send the invite email to those participants while removing the email filter rule.
By performing these actions, the selected participants will have their status changed to "Active," allowing them to fully participate in the event.
Analytics:
Analytics can be accessed by going to : Analytics > People.
Virtual Event/ Hybrid Event/ In-person event:
Organisers will be able to see the number of people registered, Total attended and Filtered registrations
In Webinars:
Organisers will be able to see the number of people registered, Total attended and Filtered registrations.
