Send out guest list invitations

Modified on Thu, 07 Jul 2022 at 11:25 AM

Is this not what you are looking for? Click here for an overview of all options for sending out tickets.

The invitations tool allows you to invite guests to events. Invitees will receive an email asking if they want to come. You can set the number of days after which the invitation expires, with a maximum of 30 days. When an invitation is confirmed, the invitee automatically receives a ticket. Only for confirmed invitations we charge the usual cost per ticket.

You can link the invitation to a free ticket or to a ticket with a certain price (paid guest list). The invitation uses the ticket rates and ticket designs set for the selected ticket type.

Creating Invitations:

In the manager (back office), go to 'invitations' on the left in the menu.
Click on 'new invitation' in the upper right corner.

Details of the invitation:

Name of the invitation: fill in a name to keep it clear for yourself. This name will not be shown to the person who receives the invitation.
Select from the dropdown list the organizer for which the invitation is intended.
Choose ‘box office’ as sale channel
At expiration time you can choose between 'RSVP' and 'time'.

RSVP: The ticket of the receiver will only be released if the receiver declines the invitation. The reservation does expire after the set time.

Time: This gives the recipient a set time to respond to the invitation. If the recipient does not respond within the specified time, the ticket is released again.

Click on 'further' in the upper right corner.

Create an invitation:

Click on 'new invitation' in the upper right corner.
Choose the event for which you want to send invitations
Select from the tickets that are part of the event for which you want to invite people.

We recommend creating 1 ticket type especially for sending invitations

Select the number of tickets you want to send per invitation. If you enter 2 here each invitee will receive two tickets.
Write a message that the invitee will see when they receive the invitation

Invitees:

There are two options for adding invitees

1. You can upload a .csv or .txt file that contains all the contact information. In this file it is important that the contact data is on one line. So, 1 line with the email address, first name and last name separated by commas. This will look like this:

Afbeelding met tekst

Automatisch gegenereerde beschrijving

2. The other option is to add recipients one by one by clicking on 'one attendee'. Here you can enter the first name, last name and email address of the person who should receive the invitation. Using this option, you can later add extra people manually.

Now you can click on 'send invitations'. It can take up to 20 minutes before all invitees have received their invitations.

NOTE: Invitations can only be sent when the event is live.

To check whether the invitation has been accepted:

Click on 'Invitations' in the menu on the left.
Click on the invitation of which you would like to see more information
Then click on "Invites" in the menu on the left
Click on the invitation

Invitations status:

Here you can see the status of each invitation.

"In process": The invitation will be sent any moment; it can take up to 1 hour for the recipient to receive it.

“Sent": The invitation has been sent but not yet responded to.

You can click on the three dots to send a reminder to the invitee.

"Declined": the invitation has been sent and declined

“Expired": the invitation has been sent but not responded to within the specified time.

You can click on the three dots to, for example, send a reminder to the invitee

“Failed": the invitation has failed during sending.

This message may appear because 'send invitation' has been clicked while the event is not yet live

What does the recipient see:

The recipient receives an email with the following:

The description of the event + the time allowed to reply to the invitation
The message that you have set up in the invitation
The button to claim the tickets

If the recipient clicks on 'claim ticket' they will be taken directly to the payment page. If you send out free tickets, you do not have to pay. The recipient only has to click on the button to receive the tickets in the mail. If you are sending out invitations for which the recipient still has to pay, you can do so here.