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Sending an Event Invitation

Build, test, and schedule an invitation email for your Event's invitees using Tractivity's Emails module

After creating your Event and choosing your Invitees, the next step is sending an invitation to your Invitees. This article explains how to send invitations for your Event in Tractivity.

 

Go to the Events module from the top navigation bar and open your Event. From the left-hand menu on the View Event page, click Email Invitation. This option is used to send an invitation email to any Invitees with "Awaiting Invitation" as their Invitation Status. (You can check the Invitation Status of your Invitees on the Invited Contacts tab.)

The next page will show all recipients for your invitation email. This will include all invitees for this Event by default. You can remove an invitee from your recipients by clicking the green arrow icon; this will move them into the Non-Recipients tab. You can move multiple recipients between the Recipients and Non-Recipients tabs by checking the boxes next to their names, then clicking Move Selected Recipients. Click Next to proceed with the chosen recipients.

This will begin the three-step email process. A new email for your invitation will have been created; this can be found going forward in the Emails module.

On the next page, complete the three-step process for creating your new email.

Creating your Event Invitation Email

Step 1: Email Details

For this step, we will outline the basic details of the email.

    • Email Subject is simply the email's subject line.
    • From Name and From Address show recipients who the email has come from. You can add different email addresses from the System Admin menu.
    • Reply-To Email Address is the address that will receive any replies to your email. You can add different email addresses from the System Admin menu, as above.
    • Classification can be set as either Subscription Preference or Compliance Send.
      • Only use Compliance Send if your email invitation is one you consider essential for your stakeholders to receive. You will need to check a box confirming your understanding of this.
    • Priority marks the email as high or low priority to recipients, if necessary.
    • Owner Teams indicates the Users or Teams in your Tractivity system with ownership over this email. This defaults to all Users.

    You can choose a Template to use when building your email — convenient for sending emails in a series, or for quickly applying branding. Click the Template you want to use, or click Blank to build your email from scratch. You can also select previously sent emails relating to this Event to use as templates.

    Include files alongside your email using the Attachments pane. You can attach documents from Tractivity's Library module, or upload files directly from your device: click Browse to open your file browser and select the file, or drag and drop it into the Attachments pane. You can include multiple attachments, but note that the total size of all attachments cannot exceed 5 MB.

    Step 2: Choose Recipients

    This step displays the recipients for your Event invitation. These cannot be modified here — return to the View Event page if you need to add or remove any recipients from this email.

    Click Next to proceed to Step 3.

    Step 3: Build Email

    The Email Builder will now load, showing the template or previous email you selected earlier (or a blank canvas, if you selected Blank).

    Your Event Invitation email will need an Accept/Decline Link added. This is the link your invitees can use to confirm their attendance at your Event. To add this link:

    1. Drag a Button or Image content block into your email, from the right-hand menu.
    2. Click on the Button or Image with your cursor.
    3. On the right-hand menu, click Special Links.
    4. Select Events, then click Accept or Decline Event

    This link will send any recipient that clicks to a page to accept or decline the invitation; this will then update their Invitation Status back on the View Event page.

    For more guidance on using the tools and features in the Email Builder, please visit the Knowledge Base: Help Articles | Knowledge Base.

    Once you've finished, save and close the Email Builder. You'll then see a preview of your new email along with the following options:

      • Edit Email – reopen the Email Builder to continue working on your email.
      • Save as Template – save your new email as a template for future use.
      • Save Email – complete the creation of your new email. This will take you to the View Email page.

    Sending Your Event Invitation Email

    Before you can send your invitation to your invitees, you need to complete a test of the email. This confirms that the From address selected in Step 1 works correctly and gives you a chance to review the finished email in your own email program, such as Outlook.

    Click Send Test from the left-hand menu, enter the email address you'd like to send the test to, then click Send Test.

    Once the test has been sent, a new option will appear on the left-hand menu: Schedule Email. Use this to send your invitation to your invitees. Click Schedule Email and, in the prompt that appears, choose the date and time you'd like the email to be sent. When you're ready, click Set to schedule the email.

    The email will be sent to all recipients at the scheduled time, and this page will update once it has been sent successfully.

    Invitation Status

    After sending, Tractivity will update your invitees' Invitation Status from "Awaiting Invitation" to "Awaiting Confirmation." As invitees accept or decline your invitation, their Invitation Status will update to Confirmed or Declined.