Invitations

Invitations feature allows you to send email invitations to attract potential attendees to register to the event.

• Before adding invitations, make sure you have created at least one ticket type. You can do this by going to General > Ticket Types and creating your first ticket type if one doesn’t already exist.

• After creating the ticket types, set up form fields to build your registration form. You can find this under General > Form Fields.

Click here to learn more about Form Fields and Ticket Types.

• Before adding an invitation, make sure you have created a registration page. You can find this under Registration Hub > Registration Pages.

Registration Page Setup for Invitations

• If you want to add a Decline Invitation button to your registration page, go to the Design section of the registration page, select the Ticketing Section, and enable Show Decline Invitation under the Widget tab.

• You can also add an invitation message to your registration page. Go to the Design section of your registration page, select the Ticketing Section, and enable the Invitation Message option under the Modules tab.

• Once enabled, a text box will appear above the Ticketing section. Click the text box, go to the Widgets tab, and add your invitation message using the Description field.

Click here to learn more about Registration Pages.

 

• After setting up those fields, go to the Registration Hub > Invitations.

Adding Invitations

• Click Add in the upper-right corner to add an invitation.

Registration Page
Select the registration page to which this invitation will direct the invitee.

Assign a Ticket Type
Select ticket types to override the registration page defaults. Leave blank to use the page’s default settings. This is useful if you want the invitee to register for a specific ticket type only (Speaker, Sponsor, Exhibitor etc).

Send Invitation Email Now
If disabled, the invitations will be saved as drafts instead of being sent immediately.

Invitation Status

There are five different invitation statuses:

Draft
The invitation has been created but not yet sent to the recipient.

Invited
The invitation has been sent, but the recipient has not yet opened it.

Viewed
The recipient has opened and viewed the invitation.

Registered
The recipient has completed their registration for the event.

Declined
The recipient has declined the invitation. After the invitee declines the invitation registration page, a pop-up is shown where they can optionally enter a reason. The reason can be viewed by hovering over the message icon next to the Declined status.

• You can send all draft invitation emails at once by clicking Send Draft Emails in the upper-right corner. Or you can send them individually by using the Send Email icon under the Actions Section.

Import Invitation List

• Click the Import button in the upper-right corner to upload your invitation list. You can download and fill out the sample CSV file to ensure a smooth import. The maximum number of records per file is 20,000.

How to use the Sample CSV

• Click Download Sample CSV and open the file to see the correct format for your upload.
• The Registration Page Name, Email and Ticket Types column are a must fill out fields. The other columns are optional.

Note: The name of the Registration Page and Ticket Types must be exactly the same on what you created in the Eventpack platform.

• Once you are done in the Sample CSV, go back to Registration Hub > Invitations.
• Click Import in the upper-right corner and click Upload CSV to import the invitation list that you created using the Sample CSV.

How to use the mapper

Matched Columns
Indicates how many columns in your file are correctly matched in the dropdown.

Total Invitations
Indicates the total number of invitations in the file.

Send Email to New Invitations
When enabled, all imported invitations will get their invitation email right after the import process.

• In each column, there is a matcher that allows you to select a category based on the column’s content.

Green indicates that the column’s is matched.
Red indicates that the column’s is not matched.

• If a column is marked red, select the correct form field that matches the column’s content. Once matched, the column will turn green.

Note: The Registration Page Name, Email, and Ticket Types columns are mandatory. All other columns are optional and can be skipped.

 

• You cannot create new form fields in the invitation list, you have to manually set it up. You can find this under General > Form Fields.

Click here to learn more about Form Fields

 

• If you don’t want to upload a specific column, select Skip This Column from the dropdown.

Export Invitation List

• Click the Export button in the upper-right corner to export your invitation list.

Note: Some attendees may have updated their registration details after accepting the invitation. The export will only include the data available at the time the invitation was created or imported. To view the latest information, open the link under “Invitation or Registration Link”, it will take you to the Guest List, where you can check the attendee’s current registration details.