Articles on: Events

Sending event invitations, tracking attendance, and messaging participants

How to send invitations, reminders, and messages to event participants?

You can send invitations to members or companies whom you’ve selected as event participants immediately when setting up the event or later. To send invitations immediately, tick the “Send invitations immediately” checkbox in the dialogue where you are choosing participating members or participating companies.

If you chose to send invitations later and are ready to do it, then:

Go to the Events page in the deal room
Find the event you want to invite people to
Open the additional actions menu (three dots on the right side)
Choose “Send email/invitation”
Choose whether you want to send invitations to only members or companies or to both and choose to send invitations to those who are not invited

Other status options allow you to send:

follow-up invitations or emails to individual members and/or companies
follow-up invitations to those who have not answered about their attendance yet
emails to members who have indicated that they are attending/attending online (if this option has been allowed for the event)/maybe attending/not attending the event

When you add more members to the event's participants list later, you can send them invitations by using the option "Have not received an invite".

If you select statuses as well as individual members and/or companies, the email will be sent to both, those who match the chosen status(es) as well as the individual members and/or companies you’ve selected (regardless of their attendance status).

Below in the same dialogue, you are also able to edit the invitation email content or replace it with a regular informative message if you need to send one to the (potential) attendees. You can also use a pre-created template for sending an invitation or a message. For that, click on the “Template” button and choose a template from the list. You can read more about event email templates below.

When you update any information about the event, it is recommended to send participants a new invite or an email about the changes. When you update the time, location or location link of the event, the system also asks if you would like to send an updated calendar invite to those members who have added the event to their personal calendar. You can trigger the updated calendar invite by choosing "Yes".

Please note that Dealum event invitation and the calendar invitation members get when marking their attendance as "Attending", "Attending online", or "Maybe" are two separate things. The latter sends an .ics file on their email allowing them to save the event information to any calendar application they are using.

How to set up email templates for sending invitations and emails to event participants?

You can set up email templates for sending invitations and emails to event participants (members added to the participants list) in deal room Settings > Preferences > Communication.

When you’re creating a template, make sure you choose that it’s for communication with event participants.

When you create a template named “Invite”, it will be shown as the default email when you start sending event invitations/emails.

How to invite non-members to an event?

Personal invites

You can invite new members directly to events by opening the actions menu connected to the event and choosing Share externally > Invite a new deal room member.

As a result, the person will receive a two in one invite: to attend the event and become a member of your deal room. They will also be added to the event’s participants list as well as to your deal room’s members list (in the access group you chose) immediately. This means that they will also occupy a member seat in your subscription plan.

Shareable attendance link

If you don't want to invite people one by one, you can also set up a shareable attendance link for your event that allows new members to join your deal room in the process of joining the event. This link can be created when setting up or editing an event. Detailed instructions are available here under #7.

How to ask for additional information from event participants?

Members can optionally add a note to event organizers when RSVPing to an event. The note will only be visible to members with full access to deal room events. You can advise your members to use this option when you want them to indicate whether they will be bringing their spouse, get information about their dietary preferences, or collect any other similar information.

The note can be added when clicking on the “Note to organizer” in the attendance dropdown. It’s possible to add the note after attendance has already been marked.

Similarly to RSVPing on behalf of members (read more about it below), event organizers can also add attendance notes to members.

How can I RSVP to events on behalf of other members and/or companies?

Members who have full events access in the deal room can mark a response about attendance on behalf of anyone in the event’s participants list. For that:

Open the event
Navigate to the “Members” or "Companies" tab depending on whose attendance you want to mark
On the right from each member/company, there is an RSVP button that allows you to mark or change the response on behalf of the member/company

When marking a participant's attendance to "Attending", "Attending online", or "Maybe", the participant will automatically receive a calendar event to their email.

Updated on: 09/03/2026

Was this article helpful?

Thank you!