After creating the invitation list, event managers can edit the invitation email, then send invites to begin accepting registrations. Sending of the invitation email can be done in stages by emailing all invitees, then targeting just new invitees who have not been emailed yet.

This article will cover the following:

Note: Be sure to test your event and emails thoroughly. Prior to sending your invitation email, make sure your event is "Live" to prevent attendees from getting an error.

Editing the invitation email

Before sending the invitation, be sure to update and test your invitation email. Unique invitation emails can be configured for each attendee category if needed.

Your invitation email will have generic content by default, including various personal links (register, decline, visit website) as well as tags populating the invitee's name, event name, and event date.

You may decide to add/remove links, add a conference logo or banner, or a custom signature. Most importantly, be sure to include a link to register; Eventsforce recommends using the "personal registration link".

  1. Go to Communications > Invitations
  2. Click to "Edit" your 'Invitation Email'
  3. Use the 'Tag List' on the left hand side to add event data or attendee values
  4. Click "Test" to test your email as it exists currently
  5. Click "Save" to save your invitation email

Tips for editing the invitation email

  • When changing the sender address, save the value by clicking "Invite" at the bottom (do not proceed with the sending)
  • You must have at least 1 invitee in your invitation list to send a "Test" email
  • Make sure you provide attendees with a link to register (personal registration link)
  • Use the "personal decline link" to capture the email address of those who decline the invite

Sending invitation emails to all invitees

This is best used as the initial invitation email blast, as all invitees are likely new and have not received an invitation already. Invitees who have already registered or declined will be excluded:

  1. Go to Communications > Invitations
  2. Toward the bottom of the page, click "Send" next to 'Send Invitation Email to All Invitees'
  3. On the email preview screen, click "Send" or "Send Later..." at the bottom
  4. "Send Later..." will proceed to a page asking for the send date/time in UTC OR "Send" will send the invitation immediately

Sending invitation emails to new invitees

This is best used when you've added new invitees to your invitation list and just want to email the new people. Invitees who have already registered or declined will be excluded, as well as those who have already been invited (Emailed="No" in invitation list):

  1. Go to Communications > Invitations
  2. Toward the bottom of the page, click "Send" next to 'Send Invitation Email to New Invitees' (Eventsforce will send invites to invitees who have not received an invitation email already, excluding those who have registered or declined) 
  3. On the email preview screen, click "Send" or "Send Later..." at the bottom
  4. "Send Later..." will proceed to a page asking for the send date/time in UTC OR "Send" will send the invitation immediately

Tips

  • If using personal links, you may want to add a note explaining that personal links are unique to the recipient and should not be shared
  • Check the statistics for sent blasts by going to Communications > Campaigns

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