Eventleaf How To Guides

How to create and send event invitations

Creating and sending event invitations is a crucial part of any event, and having the right tools can make this process seamless and efficient. With Eventleaf event management platform, you can quickly design and send invitations, whether it's to a single individual or an entire contact list. The platform offers flexible options like RSVP tracking, automated exclusion of past attendees, and personalized email details for a smooth invitation process.

Eventleaf event management software streamlines the creation of invitation emails, allowing you to manage recipient lists and customize settings. You can even import contacts from past events or external files, ensuring no invitee is left behind. Once your email is ready, you can send it immediately or schedule it for a later time, making your event planning easier and more organized.

Creating an email and send it out to an individual or contact list/ recipient list

  1. Go to Event > Communications > Invitations > Click + to create one > Create new invitation > Enter email name > Click create

    1. Go to Event and click Communications

    2. Select Invitation

    3. Click + sign to create an invitation email

      Sign to create an invitation email
    4. Enter Invitation email name (emails names are unique)

    5. Click Create

      Create
  2. Upon successful creation message, system redirects user to email configuration screen allowing event planners add recipients and further manage other email controls

    1. Add Recipient Emails - Allows you to create a recipient list and add multiple invitees on the fly. Email addresses are to be separated by comma

      In case of an individual attendee, you can use their name in the recipient list name

      Recipient list name
    2. Import from File: Allows you to download a sample csv file and import a list of Contacts

      Contacts
    3. Import from Past Event: You can import invitees using a previously created Event

      Event
    4. Include Contact List: You can use an existing Contact list which was previously created & add everyone to the event in one go.

      Contact
  3. Choose additional recipient settings

    • Allow recipients to decline this invitation: Enabling this allows invitees to RSVP for your event

    • Skip recipients that have already registered for this event: Anyone registered & part of the email's recipient list will be excluded when sending the invitation email

    • Skip recipients that have already been invited to this event: This would prevent sending duplicates. Anyone who has already received a previous invitation will be excluded sending the invitation email

    • Skip recipients that declined a previous invitation to this event: Individuals who has declined a previous invite will be excluded (RSVP No)

    • Skip recipients with emails that bounced:If system previously identified an email address to be incorrect/ unable to receive emails then they will be excluded from the invitation

    • Skip recipients that unsubscribed:Anyone who has previously unsubscribed from receiving emails will be excluded

      Skip recipients that unsubscribed
  4. Configure email details and sender options

    1. Enter Send name - Invitees would receive the email from this address

    2. Enter Reply to Address - Upon receiving the invite, all invitee replies will be send to this email address. Example: You can chopose

    3. Enter Subject

      Subject
    4. Configure Email body using tools menu

      Email body

    We suggest using recipient fields to personalize the email

  5. Sending a Test Email

    1. Enter an email address

    2. Click Send Test email

      Send Test
  6. Choose send settings.

    To send an email immediately choose Send Immediately > Click send

    1. Choose send invitations as Send immediately (Event should be published)

    2. Click Send

      Send
  7. To schedule an email for later click On Selected Date > Enter send date and time > Click Send

    1. To schedule an email click "On Selected Date"

    2. Enter send date & time

    3. Click Send

      Send

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