Sending invitations/reminders/messages to event participants and updating attendance statuses
How to send invitations, reminders, and messages to event participants?
How to set up email templates for sending invitations and emails to event participants?
How to ask for additional information from event participants?
How can I RSVP to events on behalf of other members?
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 “Have not received an invite”
Other status options allow you to send follow-up invitations to individual members or companies (or both), those who have not answered about their attendance yet, or send 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 participants list of the event later, you can also send them invitations using the option "Have not received an invite".
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.
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.
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.
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” tab
On the right from each member, there is an RSVP button that allows you to mark or change the response on behalf of the member
When marking a member's attendance to "Attending", "Attending online", or "Maybe", the member will automatically receive a calendar event to their email.
How to set up email templates for sending invitations and emails to event participants?
How to ask for additional information from event participants?
How can I RSVP to events on behalf of other members?
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 “Have not received an invite”
Other status options allow you to send follow-up invitations to individual members or companies (or both), those who have not answered about their attendance yet, or send 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 participants list of the event later, you can also send them invitations using the option "Have not received an invite".
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 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?
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” tab
On the right from each member, there is an RSVP button that allows you to mark or change the response on behalf of the member
When marking a member's attendance to "Attending", "Attending online", or "Maybe", the member will automatically receive a calendar event to their email.
Updated on: 29/11/2023
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