You can manage invitations for public or private events via the Invitation tab. This area provides you with tools to send mass invitations, single invitations, and manage all invitations you've sent.

Mass Attendee Creation

Mass Attendee Creation allows you to create a list of attendees to send invitations to from a Campaign or Report member list. This is the tool to use to quickly generate a large amount of attendees at once.

Note

Users can import up to 5000 attendees at once. If they attempt to import more than this, they will need to repeat loading the same Campaign or Report until all desired attendees are added.

  1. Click the Invitations tab.
  2. Under Mass Attendee Creation, select either Campaign or Report in the Load Type field. A Campaign or Report search field will generate based on your selection.

  3. Select a Campaign or Report to draw your attendees from.



  4. Optionally, select a Ticket Type to apply to your attendees from the Assign Ticket Type to Invitee field.

    Note

    Assigning a Ticket Type will allow your attendees to skip selecting a Ticket Type during event registration, speeding up the registration process. Alternatively, not assigning a Ticket Type will allow your attendees to choose which Ticket Types they would like to purchase for themselves and any guests.

  5. Select the number of guests your attendees can invite. Select a Ticket Type to apply to your attendee's guests.

    Note

    Public Events do not utilize the Guests and Guest Ticket Assignment fields. They are only available for Private Events.

  6. Click Load to load your attendee list. You will receive a confirmation message when all of your attendees have loaded.

Single Attendee Creation

Single Attendee Creation is where you will generate one attendee at a time. This is the perfect tool to use if you want to invite specific attendees as opposed to an entire Campaign or Report.

  1. Under Single Attendee Creation, click the Contact field and enter a Contact's name. Results will generate. Select your desired Contact from these results.



  2. Enter your Contact's email address in the Email field.
  3. Optionally, select a Ticket Type in Assign Ticket Type to Invitee

    Note

    Assigning a Ticket Type will allow your attendees to skip selecting a Ticket Type during event registration, speeding up the registration process. Alternatively, not assigning a Ticket Type will allow your attendees to choose which Ticket Types they would like to purchase for themselves and any guests.

  4. Select the number of guests your attendee can invite.

    Note

    Public Events are not able to utilize the Guests and Guest Ticket Assignment fields. They are only available for Private Events.

  5. Optionally, select a Ticket Type to apply to your attendee's guests.

You can create as many single attendees in this space as you like. A new attendee line will generate for each one you fill out. When you've finished creating all of your single attendees, click Add All Attendees. Your attendees will load and you will receive a confirmation message.

Manage Attendees

The Manage Attendees tab is where you will manage your attendee list and send out your invitations. Your attendees will display in a table along with their email addresses, any assigned Ticket Types, the status of their invitations, the maximum number of guests allowed, and the date of the last email sent. The table is paginated, and will display up to 50 invitees on each page. 

Search and Filters

You can search and filter for specific Contacts using the Search and Filters options above the Attendees table.

Enter an attendee's name in the Attendee Search field. Results will generate in the Attendees table.

Select a status in the Status field. All attendees with the selected status will display in the Attendees table.

Note

When attendees are first added, their status will be null. Their status will change to Invited once they have been sent invitations.

Select a Ticket Type from the Ticket Type field. All attendees with the selected Ticket Type will display in the Attendees table.

Send or Delete Invitations

When you're ready to send out your invitations, you will do so from the Attendee Management section.

In the Attendee table, check the box for the the Attendees you want to send an invitation to. If you want to select all Attendees, check the box in the Attendees header column.

Click Send to send emails. You will receive a confirmation message. [Select] the site you want to assign to the event in the Site field. This is the site you want your attendees to register from. 

Click to confirm you want to send the invitations. The invitation emails will be sent to the selected Attendees, and their status will change to Invited. The Invitation Sent checkbox will also get checked.

Click Delete to delete the selected Attendees. You will receive a confirmation message. Click to confirm you want to delete the Attendees. The Attendees will be deleted from the Attendees table.

Edit Attendees

You can edit the contents of any of the fields in the Attendees table. Click the pencil icon () in any field to edit its contents. 

In all of the fields except for the Ticket Type and Status fields, you can apply changes to multiple Attendees at once. 

  1. Check the selection box for the Attendees you want to edit.



  2. Click the pencil icon in the field you want to modify. A selection box will become available.
  3. Check Update X selected items and enter your edits into the field.



  4. Click Apply to apply your edits to all of the selected fields.

Note

The Status and Ticket Type fields are custom types and behave differently from the other fields. They are not editable when selecting multiple rows, so users can only edit one row at a time. At this time, the Status and Ticket Type fields are not sortable.