Ready to invite registrants? Looking for a way to send a save-the-date? Haven't launched registration yet, but you're looking for a way to get people thinking about your event?
We've got the perfect tool for you.
THE INVITATION TOOL
First, enter the Event Builder for your event. Then, click the INVITATIONS tab at the top right of your Event Builder top bar menu. BAM! You're there, ready to rock.
In general, the invitation tool works like this:
- 1) See at the top, a few metrics in bold. These numbers show you:
- How many total invitees are on your list
- How many of those invitees have been sent at least one invitation
- The number of total listed invitees that are registered for the event
- How many invitees that were sent an invite clicked the DECLINE option in their invite (if included)
- The number of invited emails that haven't responded to the invite
- 2) First, before creating an invitation you need to add at least one invitee to the list
- 3) After adding invitees, select desired recipients and then you can craft your message
To get started with adding invitee, click the Add/Export button at the top left....take a look below:
After clicking the Add/Export button, you'll have 4 options of adding invitees to your event:
Let's explore each option more in depth:
1) ADD INDIVIDUALS: this is your classic method. If you'd like to add invitees one at a time (or add the final few invitees to an already-long list), click the Add Individuals button. A modal will appear, allowing you to enter the person's information
- You can also add individuals consecutively
2) COPY LIST FROM EVENT: you can reuse an invitation list that you have previously used on another event. When clicking the Copy List From Event button, a modal will appear with a dropdown of previous events (with invitation lists). Simply select the event and confirm. Those names will be brought in.
- You can use this method to bring in names in addition to any current names on your list
- If registration profiles were previously assigned (to the invitees) in the other invitation list, those will NOT be brought over - profiles are unique to each event
- The "source" and "sub-account limit" WILL be brought over with those invitees
3) LIST FROM ANOTHER EVENT: use this method to bring in invitees from the REGISTERED attendees list of a different event. When the modal appears, you will see a dropdown to select which event you'd like to import attendees from. You will also see an option to bring in each attendee along with their registration profile that they registered under.
- You can use this method to bring in names in addition to any current names on your list
4) UPLOAD FROM SPREADSHEET: selecting this method from the modal will bring you to the upload portal, where you may upload a spreadsheet of invitees. Make sure to take note of formatting - the upload portal will give you exactly what you need to format the spreadsheet.
- At the very least, you will need to input First Name, Last Name and Email Address
CRAFT A MESSAGE
Now it's time to craft your message.
To get started, you need to select at least 1 invitee from the left. Even if you're just creating a template (and not actually sending something at the moment), you just need to select someone from the list in order to enter the invitation builder.
QUICK TIP: we recommending adding 1 or more test invitee emails to the list. This way, you can experiment with your invitations. Although the invitation tool requires you wait at least 4 days before sending consecutive invites to the same recipient, you are able to resend invites to your own admin email within that restriction window.
BUILD THE INVITE
There are 4 key steps to creating an invitation. Take a look at the breakdown below:
1) FROM & REPLY TO: our tool allows you to designate a plain name which represents the party from which the invitation was sent from. You are also able to set an email address to which reply emails from the recipient will be delivered to
NOTE: this is NOT the "from email address", which will always be our system email address; however, since we give you the ability to set the "reply to email", the need to remove the "from email" is functionally negligent.
2) MESSAGE CONTENT: craft a crafty subject line and message body for your invitees. Keep a keen eye on the "Save as New Template" button below the message body box... this is where you save a new template.
3) RESPONSE BUTTONS: with the two button text boxes in this section, you can designate an "accept" button and a "decline" button.
- You can configure the accept button to lead the registrant either to your Eventsquid event home page or directly to the registration form, using the dropdown on the right
- The decline button, when clicked by the invitee, will mark the recipient as a "NO" in your invitation list. However, this won't prevent the registrant from registering if they change their mind. They can always come back and register at a later date
4) ADDITIONAL CONTENT OPTIONS: take a look at these options and become familiar. The checkboxes in this section allow you to expose or hide certain default elements of our invitations.
Templates can be tremendously helpful in the invitation creation process, especially if you plan on resending the same invitation multiple times for greater conversion.
To save a template, click the SAVE AS NEW TEMPLATE button below the message body text box:
The following elements of the invitation are saved as part of a template:
- 1) Subject
- 2) Message body (content)
- 3) Content option (checkboxes below)
To pull an existing template into the invitation editor, click the CHOOSE TEMPLATE button at the top of the editing window, then select the template from your list:
If you've pulled an existing template into the editor and you'd like to modify the template (i.e. overwrite existing content), click the UPDATE TEMPLATE button below the message body editor:
INVITATION LIST FIELDS
There are a few more fields in the Invitation tool that we'd like you to know about so that you can leverage this tool's full capabilities.
The invitation tool is a powerful one. Simply put, assigning a registrant to a registration profile will allow you the opportunity to force that invitee to register under that profile.
Let's walk through a scenario:
Say you have an event with 2 profiles: General & VIP. You need regular attendees to register using the General profile. Those with a membership are allowed to register under the VIP profile. You chose to make the VIP profile private and not viewable on the website.
Regular attendees can visit the website and easily register; however, you do not want the members to register under General - it doesn't include the special rate and you'll get a boatload of inquiries as to why they have to pay the standard price. EESH! INQUIRIES!
So you setup a VIP invitee list. You upload your spreadsheet of members, assign them the VIP profile and blast an invitation. Inside the invitation, you include a button to register. That button links the registrant to the website (or directly to the VIP form, you can choose between those two options when creating the invitation).
When the VIP invitees click that link to register (within the invitation email), our system will recognize them coming from a special link. That special link knows to put that invitee directly into the VIP profile. Magic! Give it a whirl and see for yourself.
A couple rules to leave you with, regarding profile assignment:
- 1) IF the invitee does not currently have an account on Eventsquid.com, they will need to follow the link in the invitation to reach the correct profile. Thus, it's necessary that the user click the link provided to them in the invitation.
- Otherwise, the system doesn't know who they are; thus, it cannot send them to the right profile
- 2) IF the invitee has an account on Eventsquid.com AND the invitee is assigned a profile in the Invitation tool, then no matter what the invitee clicks on.....they will be routed directly to their assigned registration profile. Magic.
- 3) So, always remember to:
- Use the ACCEPT button field to enable the invitee to click through to registration
- Leave the invitee in the invitation tool, assigned to a profile, as long as you want them connected to that profile
- Instruct the invitee to USE the link you provided them in the invitation to register
Source is an open text field in which you can place any label you'd like. This field is searchable too! Not only can you can use the search utility in the upper right corner of the invitation list to search by name and email, but you can also use search to reference the Source field.
A lot of event hosts will use this field to input the company name of their invitees. Maybe you'd like to indicate your level of position, or the sponsoring company that they are attending on behalf of.
Whatever you choose, enter or import this piece of data for your invitees, then use search to filter your list. Remember, after searching for a subset of registrants (i.e. based on the Source field), you can select the entire cohort of results for a personal invitation.
For those that are not aware of what Sub-Account registration is, take a look at our help article on the matter HERE and read up on the "Registration Methods" (of which, Sub-Account is one).
The Sub-Account Limit field in the Invitation tool allows you to restrict the number of sub-account registrations that any of your invitees are allowed. This setting is of course only applicable if your event is using the Sub-Account Registration method in the first place.
Here is an example of using the Sub-Account Limit field:
- Your event is using Sub-Account registration to collect guest (i.e. partner) registrations
- These sub-accounts can thus be registered underneath the primary registrants (your invitees)
- You would like to restrict your invitee to bringing up 2 total guests
- Set the Sub-Account Limit to 2!