Sending invitations to guests

Introduction / Overview

This guide explains how Admins, Guest Admins, and Platform Users can send guest invitations. Following these steps ensures a seamless experience for managing event invitations effectively.

This guide explains the two methods for sending guest invitations:

1. Admins & Guest Admins – Via access to the Guest Management module these users have full control over guest invitations, including managing all event invitations and editing invitation emails.

2. Platform Users (if enabled) – Can send invitations only for guests within requests they manage but cannot edit the invitation emails.

Following these steps ensures a seamless experience when managing event invitations.

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Prerequisites

• Permissions as an Admin, Guest Admin, or Platform User.

• For Platform Users, the optional guest invitation feature must be enabled.

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Method 1: Admins & Guest Admins Sending Guest Invitations

1. Navigate to Guest Management:
   • For Full Admins: Access the left-hand navigation menu and click on Guest Management.
   • For Guest Admins: Access Guest Management in the Primary Navigation bar.
2. Select an Event:
   • Choose the relevant event from the dropdown list.
3. Select Allocations (optional):
   • Under All Allocations, select a specific allocation or view all allocations. This allows for targeted or broader invitation management, such as VIP or General Admission.
4. Filter Guests:

   • Use the Not Yet Invited tab to send the first invitation. To resend an invitation, use the Email Guests feature under the Invited tab.

5. Select Guests to Invite:
   • Choose either Select all guests or specific individuals by selecting the tick box on the lefthand side of each guest name.
   • Click on a guest’s name to review or edit their information, including their email address.
6. Send Invitations:
   • From the Not Yet Invited tab click Send Invitations.
   • Review the guest invitation email and make changes if necessary.
   • As a best practice, send a test email to verify the content is working as expected.
   • Click Send to Guests to dispatch the invitations.
   • A green confirmation banner will appear, indicating the number of guests successfully invited.
7. Manage Guest Responses:
   • Invited guests will now move from the Not Yet Invited tab to the Invited tab.

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Method 2: Platform Users Sending Guest Invitations (Optional Feature)

Important notes:

• This feature must be enabled by the Sponsorworks team and applies platform-wide.

• Platform Users cannot edit the guest invitation email.

• Users can only invite guests within their own requests.

Send Invitations as a Platform User

Send Invitations as a Platform User:

1. Navigate to My Requests.

2. Select the relevant request and scroll to Guest Information.

3. Any guests who have not yet received an invitation will show an "Invite" button

4. Click Invite to send invitations.

   • Note: Platform Users will not see a preview of the email. The Admin team must prepare and review the invitation content beforehand.

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Recommendation: It is recommended to disable the "Hide guest invitation status from users in My Requests" under Settings > Preferences so that users can track their guests registration statuses within the request area.

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Disabling Users Sending Invitations per Event

While this setting is enabled company-wide, it can be disabled at the event level if required by following these steps:

1. Navigate to the desired event.
2. Click Edit, go to the Guest Emails tab, and scroll to the bottom.
3. Disable the option for Users Sending Invitations.

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FAQs:

Q: Can Platform Users edit guest invitation emails? A: No, only Admins and Guest Admins can edit the email templates.

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Need Help?

If you have any questions please contact our Support team [e-mail] or reach out to your Customer Success Manager.