Inviting registrants is a key step in managing event attendance. It allows you to send personalized emails to individuals or groups and track their responses. Using invitation templates and automation features ensures a smooth, accurate, and time-saving communication flow.
How do I send an individual invitation?
Navigate to Registration Module → Invitations menu → Invitations, or run an Invitation Search.
Find the invitee, then click the Edit icon next to their name.
Make any updates needed, then click Save and Email.
Alternatively, open the Actions dropdown and select Send Invitation.
How do I send invitations to multiple invitees?
Run an Invitation Search to filter desired invitees.
On the results page, click the Email icon in the top right.
On the Select Email Template screen, choose the invitation template and click Next.
Review the Invitees List.
Invitations can be sent on a recurring basis if needed. In the Recurrence section, define the number of times the invitation will be sent. Populate the following fields: Those marked with a red bullet point are required
Is this a recurring email?: Select "Yes" if this is a recurring email; select "No" if it is a one-time send
Re-send every: In the textbox, type the number of times the email will be sent per day, week, or month; select days/weeks/months from the dropdown menu
Number of times to send: Type the maximum number of times this recurrence should occur or leave this field blank and check the "Unlimited" checkbox when applicable
Unlimited: Check the checkbox if there are an unlimited number of times this email can be sent; checking this checkbox disables the Number of times to send field
In the Schedule section, determine the time the email will be sent for Recurring and One-time emails. Populate the following fields: Those marked with a red bullet point are required
Send email now?: Select "Yes" to send the email now or "No" to send the email at a later time.
Send Date: Click field to expand calendar and select the first day the invitation will be sent; from the dropdown menu select the time the invitation will be sent
In the Recipients section, determine who from the list will or will not receive this email. Populate the following fields: Those marked with a red bullet point are required
Send email to past recipients?: Check the checkbox to include recipients who have already received this invitation; those recipients will receive this invitation again
Select recipients individually?: Check the checkbox to select recipients one by one from the below recipient list
Click Save. The summary of the scheduled invitation will appear.
How do recipients respond to invitations?
When invitees receive the email:
Clicking the Invitation URL directs them to the event’s registration flow (if they accept).
If Declined, a confirmation email is sent automatically (requires a Decline Template).
Registration can also be completed manually through the Admin Portal.
How do I register an invitee via the Admin Portal?
Go to Registration Module → Invitations menu → Invitations.
Click the Edit icon next to the invitee.
Select Accept from the Actions dropdown.
Click Save.
Perform a Quick or Advanced Registration Search.
Click the Edit icon next to the invitee again to open full registration fields.
Complete the registration under tabs like Financials, Housing, or Air Travel.
How do I import invitations via CSV?
Download the invitation template
On the Import Invitations page, click Download Invitation Template.
In the pop-up, click OK.
Fill in the required fields (do not delete any columns if data is missing):
Examples: Invitation Code, Ticket Type, Promo Code, First Name, Email, etc.
Save the file as a CSV.
Upload the completed file
On the Import Invitations page, click Browse and select your CSV.
Check Send Email to send invitations immediately.
Choose an Invitation Group from the dropdown.
Click Save.
Review import results
View successful and error rows under the Summary section.
Download:
All Import Rows
Error Import Rows
Click XLS or CSV icons to download error reports.
Use the Select Import dropdown to view past imports.
Where can I view invited users?
To see a list of invitees and their statuses:
Go to Registration Module → Invitations menu → Invited Users.
This report provides a summary of invitation delivery and acceptance.
Efficiently managing event invitations helps ensure timely communication and accurate attendee tracking. Whether you're inviting a single user or uploading hundreds via CSV, using the available tools lets you automate the process and keep control over every step.