Sending Invites

In this article, we'll review how to send invites to potential attendees for your events.

To start, navigate to the EMAILS page inside your event.

Click the SEND INVITE button.

Click CREATE INVITE TEMPLATE.

A window will appear, where you can customize your invite email. You must assign a TEMPLATE NAME (for internal reference only). 

You can also amend your SUBJECT (which will be seen by invitees).

You are also required to assign the invite email to a REGISTRATION BUTTON.

PLEASE NOTE: No matter how you customize your invite email, it is imperative that you keep the ACCEPT / DECLINE BUTTONS merge fields. If you delete these, the people who receive your invite will have no way of letting you know if they can make it.

We'd recommend clicking SENT TEST EMAIL, which will send your invite email, as is, to the event manager. By utilizing this tool, you can double check that everything is perfect with your invite before sending it to real attendees.

Once everything is perfected, press SAVE.

After pressing SAVE, you will be redirected back to the EMAILS page. The template you created will be visible and ready to use. Click USE.

The EMAIL NOTIFICATIONS pop up window will appear. You will be prompted to name this invite email. This is just for your internal reference, so name it according to what will help you keep track of invites. For example, I'm sending invites for a New Student Orientation. This invite is for the first batch of students who registered by January, so I'm going to name it to include that information. After typing the name in the textbox, click SAVE NAME.

You will be redirected back to the EMAILS page. At this point, you'll want to specify who will receive the invite email. 

If you have one or more people that you want to add individually, you should click ADD A CONTACT.

In this search bar, you can start typing their name. If they already exist within your organization's contact list, their name will eventually appear. You can click that name and it will pre-load the data that SeatRobot has associated with them.

If they do not yet exist within your organization's SeatRobot contact database, you can manually add them at this stage. You can type in their email then press CHECK EMAIL.

Type in their info, check the acknowledgement box, and press ADD CONTACT.

If you want to invite a large group of people, click ADD CONTACT LIST(S).

The ADD CONTACT LIST(S) pop up window will appear. Click the + icon that corresponds with the list of contacts that you want to send the invite to. You can choose multiple lists. As you add lists, the total number of contacts that you'll be sending the invite to will appear in the right hand corner in green. When you have completed adding the lists, click ADD CONTACT LIST(S).

Now you will when to send this email by clicking SET LAUNCH TIME.

The SET LAUNCH TIME pop up window will appear. You can choose to launch immediately or at a future date/time. Once you've made your selection, press SAVE.

At this stage, we'd recommend triple-checking the contents of your email to ensure it's exactly what you want potential attendees to receive. You can do this by clicking EDIT INVITE.

You can also amend the email header image by clicking CHANGE EMAILS HEADER IMAGE.

By default the header image will be whatever asset is saved within your organization's admin settings. You can change this by clicking SELECT IMAGE FILE, choosing a new image, then clicking SAVE SELECTED IMAGE.

After everything is tweaked and perfected, you can click LAUNCH.

The CONFIRM EMAIL SEND pop up window will appear. Click CONFIRM.

After you've pressed CONFIRM, you'll be redirected to the EMAILS page. Your invite will appear in the INVITE / EMAIL HISTORY table at the bottom of the page.

Once your invite email has successfully sent, the time stamp of it's official launch will appear under the clock icon.

The invite email will show up in your potential attendees inboxes like so:

Thank you! If you have questions about this, or any other SeatRobot features, please reach out to support.