Before importing invitation records in Launchpad by Swapcard, Admin Users must first set up Invitation Groups and design Invitation Templates. Invitation Groups categorize invitees and define limits, while Templates allow personalized messaging. These steps help ensure accurate tracking and consistent communication with registrants.
How do I set up Invitation Groups?
Invitation Groups differentiate imported invitations and help manage attendee capacity. One group is required for each Classification Type for which an invitation is being sent.
From the Invitations page, you can:
Add an Invitation Group
Edit an Invitation Group
Delete an Invitation Group
Add an Invitation Group
Go to Event Setup > Registration > Invitations > Groups
Select Add Invitation Group from the Actions dropdown menu.
Populate the following fields (required fields marked with a red bullet point):
Name: Label for the invitation group
Sponsor Name: Name of the person who determines the invitee list; appears in the “From” field of the email
Sponsor Email: Email of the sponsor; shown in the “From” field
Total Available: Max number of invitees in this group
Unlimited: Check to allow unlimited invitees (disables Total Available field)
Classification Type: Choose the default classification for attendees in this group
Note: You can increase capacity by editing the Total Available field later.
4. Click Save.
✅ Use email address as invitation code: Check this box to use the invitee’s email as their invitation code. This provides access security.
Edit an Invitation Group
Click the Edit Icon next to the Invitation Group name.
The Edit Invitation Group screen appears.
Make changes and click Save. Refer to the Add section for field details.
Delete an Invitation Group
If the group has invitations assigned to it, reassign those invitations before deleting.
Click the Delete Icon beside the group name.
A confirmation dialog box appears. Click OK to delete.
How do I manage Invitation Templates?
Invitation Templates are created in the Templates section and emailed to recipients. You can email templates directly via a record or send them to a group.
To create templates, go to: Event Setup > Content > Templates
From the Templates page, you can:
Add an Invitation Template
Edit an Invitation Template
Delete an Invitation Template
Add an Invitation Template
Three standard Invitation Templates include:
Decline Invitation Message: Displays after recipient declines
Decline Invitation Confirmation: Sent via email after declining
Send Invitation: The main email invite
Steps:
Scroll to the Registration category.
In the Invitations Template Type, click the Add Icon.
In the Details section, fill in:
Template Name
Description (Admin use)
Subject
From, CC To, BCC To (Valid emails required)
Theme
Upload Attachment (Optional using Browse)
4. In the Filters section, populate the fields as needed. Refer to the Filters section in the Functional Explanations chapter for full guidance.
5. In the Template section, create the content to be displayed. Templates have the same editing features (fonts, layout, table, etc) as other HTML Email systems. Content can be typed directly, or copied and pasted in HTML or Plain Text format into this message field.
Template Fields: Predefined HTML text fields that automatically populate information according to the values for the field specified by the Event Manager or the registrant. For Invitations Templates, the following Template Fields are:
Invitation Code: Displays the unique associated with this invitation
Invitation Status: Displays the status of the Invitation (Example: Accepted, Declined, Invited)
Invitation Group: Displays the group to which this invitation belongs
Invitation Sponsor Name:
Invitation Sponsor Email:
Invitation URL: The Template Fields required are determined by the message you are sending. Refer to the information you would like recipients to see, as a factor in deciding the appropriate Template Fields. </aside>
Template Fields: Predefined HTML text fields that automatically populate information according to the values for the field specified by the Event Manager or the registrant. For Invitations Templates, the following Template Fields are:
Invitation Code: Displays the unique associated with this invitation
Invitation Status: Displays the status of the Invitation (Example: Accepted, Declined, Invited)
Invitation Group: Displays the group to which this invitation belongs
Invitation Sponsor Name:
Invitation Sponsor Email:
Invitation URL: Note: The Template Fields required are determined by the message you are sending. Refer to the information you would like recipients to see, as a factor in deciding the appropriate Template Fields.
Move your cursor to the area in the message body where the Template Field should to appear.
Click the Template Fields menu item and select the desired field to insert in the message body.
The field will appear in the message in brackets (Example: {TemplateField})
Template Fields in Message 4. To hyperlink text in the message, right click on the text you wish to hyperlink and click Insert/edit link . A dialogue box will appear. Populate the link URL, Anchors, Target, Title and Class fields.
<aside> ℹ️ **Note** - To create a link to a website type "http://" before the web address Example: [<http://example.com>](<http://example.com/>) - To include a marketing code link, use the following HTML codes in the link ```xml <p><a href="{Event.url}/?mc=Marketing Code">Display Text{_}</a></p> ``` (For more information on Marketing Codes, see section Manage Marketing Codes) - To create a link to an email address, type "mailto:" before the email addressExample: [example@email.com](<mailto:example@email.com>) </aside>Click Save. Templates will only save if there is content in the message.
Edit an Invitation Template
Go to Setup > General > Email Templates.
Click Edit next to the template.
Update fields, filters, or message content.
Click Save.
Delete an Invitation Template
Templates can be deleted anytime. Sent templates remain visible in the recipient’s Email tab.
Click the Delete Icon next to the template.
Confirm by clicking OK.
Before importing invitation records, setting up Invitation Groups and Templates ensures accuracy and efficiency in communication. Proper group categorization and customized templates allow targeted messaging and easier attendee management. These foundational steps are critical for successful invitation workflows.