Invite Guests and Send Communications
Invite Guests and Send Communications
Section titled “Invite Guests and Send Communications”Create invitations for your event, share them with your guest list, and keep track of who received and responded to them.
Before you start
Section titled “Before you start”- You need to be the Organizer or a Co-organizer for the event. Co-organizers can do everything described here.
- Your event should already exist and have its dates set. If the invitation is for a specific activity or session, add those to the event first.
- Have your guest list ready. Invitations are sent to guests who already exist on the event, so import or add them first (see Guest management, linked below).
- If you plan to upload your own artwork or video, have the files on hand. If you would rather start from a ready-made design, you can pick one instead.
Step-by-step
Section titled “Step-by-step”-
Open the invitations area for your event. You will see every invitation created for the event, with a search box to find one by name. If you have created invitations before, the list appears immediately while the newest version loads in the background.
-
Start a new invitation. Give it a name and choose how it should look: pick a ready-made template, upload your own image, video or PDF, or build it from a page design. Uploading is the default. You can also set a custom link alias so the shareable web address is readable; the app checks as you type whether that alias is already taken.
-
Decide who the invitation covers. An event-wide invitation applies to the whole event. Otherwise, select the specific activities or sessions it applies to, so guests only see what they are actually invited to.
-
Set up the reply options. Turn RSVP on or off, choose between a simple yes/no reply or a yes/no/maybe reply, and set an RSVP deadline. You can also set the date the invitation itself stops accepting views, add a reminder date, and choose whether guests must fill in their own details or hold a ticket before they can respond.
-
Add the practical details. Choose whether the venue is the event location, an online link, or to be announced, and add an optional contact number so guests have someone to reach. You can also control how guest names appear on the invitation - which name parts are shown and in what order.
-
Preview and save. Check the invitation the way a guest will see it, then save. It now appears in the invitation list.
-
Share it. From the invitation list, generate the shareable links for an invitation. You can send personalized links to your guests, share a QR code, or export the list for your own records. Each guest’s link is unique to them, which is what lets replies and delivery status be tracked back to the right person.
Troubleshooting
Section titled “Troubleshooting”Sending to a large guest list at once. Bulk sends are processed in batches, so the whole list will not update at the same moment. Let the send finish before starting another one to the same group, otherwise guests may receive duplicates. If you enabled the setting that prevents duplicate invitees, guests who already have this invitation are skipped automatically.
WhatsApp messages are not arriving. WhatsApp delivery depends on the guest’s number being stored in full international format, including the country code. Numbers missing a country code, landlines, and numbers not registered on WhatsApp will fail. Fix the number on the guest record and resend to just that guest rather than re-running the whole batch. Guests can also decline messages from your account on their side, which no resend will bypass.
Delivery status is stuck or missing. Status moves from sent, to delivered, to opened, and each step depends on the receiving service reporting back. A status that stays at “sent” usually means the message left the system but the recipient’s provider has not confirmed delivery yet - give it a few minutes and refresh the list. If it never moves, the number or email address is likely wrong.
Guests report a broken or expired invitation link. Personalized links expire, and the invitation itself can have an end date. Check that the invitation’s end date and RSVP deadline are still in the future, then regenerate and resend the link.
Video or image will not upload. Very large files can time out. Try a smaller or shorter file, and confirm the upload finished before saving - saving mid-upload leaves the invitation without its artwork.