Once the basic details of the event have been filled out and the announcement page has been created, it's time to create and send the invitation.
Content of the Instructions:
The list of invitees and the drafting of the invitation can be done in either order. If desired, one can first draft the invitation and then create the mailing list of invitees. In these instructions, we first create the mailing list and then draft the invitation.
Before sending the invitation and adding invitees, a new event must be created.
1. The people to be invited to the event are determined on the tab
→ "Invitees"
Then select from below
→ "Invitees"
Click on the top right corner
→ "Invite Persons"
2. Using the search fields, the target group can be narrowed down (e.g., using tags).
People are selected for the mailing list of invitees by checking the box next to their name.
All contacts visible on the page are selected for the mailing list by checking the box in front of the search fields. The number of visible contacts can be adjusted, if needed, using the "show" dropdown menu at the bottom of the page.
Individual names can be added to or removed from the mailing list by checking or unchecking the box next to each name.
3. Once the desired names have been checked off for the mailing list of invitees, click at the bottom of the page on
→ "Save Selected"
4. Click at the bottom of the page on
→ "Return"
5. All the individuals invited to the event are now visible in the event management's list of invitees.
6. Once the list of invitees has been created, you can proceed to draft the event invitation. The list of invitees can still be modified before sending out the invitation.
1.To draft the event invitation, go to the tab
→ "Invitees"
and then select under it
→ "Invite"
2. Write a subject for the email invitation to be sent and select a sender for the message.
3. The invitation is created using a content editor like that used for the system's articles or email marketing messages.
Desired content elements are dragged or clicked from the editor on the right side to the message content area on the left.
4. You can preview the invitation using the "Preview" button in the top right corner.
In the preview window, you can preview the message and send a test message to any desired email address.
Note: The registration link in the test message only works if the recipient of the test message is on the list of invitees.
If you want the invitation to be shareable (allowing even those who are not on the list of invitees to register), the registration link must be added to the invitation using the "Link Button". The link should be the URL address that opens from the "Registered" tab behind the "Add Registration" button.
5. Once the invitation letter has been formatted, tested, and reviewed, it is ready to be sent. Click on the top right corner of the page
→ "Send"
6. The status of everyone on the invitation list changes to "Sent" after the invitation is sent.
The status of the invitee changes based on their actions.
"Pending" = the invitation has not yet been sent.
"Sent" = the invitation has been sent.
"Opened" = the invitation has been sent and the recipient has opened it.
"Registered" = the invitee has registered for the event.
"Bounced" = the invitation could not be delivered to the recipient's email.
A person can be manually registered for the event by clicking the blue "register" button.
7. The "Registered" tab allows tracking of those who have registered for the event.
Actions on the right side of the page:
Info icon: Here you can see all the responses provided by the person at the time of registration.
Pencil icon: Allows for editing the person's responses.
Cross: Deletes the person's registration.
An invitation can be resent at any time to a desired target group. Select the desired group behind the "Target" dropdown menu on the "Invite" tab and then press
→ "Send"
Target groups for the resend message:
"Not Registered" = The invitation is resent to those who have not yet registered for the event.
"Not Sent" = The invitation is sent to those to whom it has not yet been sent (e.g., if new individuals have been added to the list of invitees).
"Not Opened" = The invitation is resent to those who have not yet opened it.
The dropdown menu also includes groups "All" and "Registered". In some cases, it may be appropriate to resend the invitation to all invitees or to those who have registered, for example, if there was an incorrect detail in the original invitation.
Sending a Reminder Message
A feature has been created in the system that allows for crafting a new message to those registered for the event. This function can be used, for example, to remind about the event or to send some pre-event materials.
Note: The reminder message is not saved in the system. If the "save" button is pressed after writing the reminder invitation, it will "overwrite" the actual event invitation.
1. To create and send a reminder message, check the box next to "reminder message" on the right side of the page.
The original invitation is temporarily stored in the browser's memory, but it will reappear once the reminder message has been sent.
(This assumes that the "save" button has not been pressed in the meantime, which would save the reminder invitation and overwrite the original event invitation.)
2. The reminder message is composed using a content editor, and it can be previewed and tested in the same way as the actual invitation.
