Sending an Event Invitation

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

Go to the Events module using 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 (Step 1) will show all eligible Invitees for this Event invitation. Uncheck the checkbox for any Invitee that you wish to remove your Event Invitation email. Then click Next.

On Step 2, give your email a subject line, choose the email address the invitation will be sent from, the name of who is sending the invitation, and the “reply to” email address.

Under the Template section, you can choose a template to use as a base for creating your Event Invitation. You can also use a previous Email Invitation as a template. Select “Blank” if you would prefer to create the Invitation from scratch.

Attachments can be added to your Event Invitation using the Attachments pane. Drag a file from your folders into the pane and your attachment will be instantly added. Note that files can be no larger than 5MB.

The final step is to build your Event Invitation email. This uses the Email Builder; you can find general information on using the Email Builder in our Knowledge Base articles and videos.

Make sure your email includes a link for your stakeholders to accept or decline your Event Invitation. To add an Accept/Decline Link:

• Select a content block OR highlight some text in your email
• Click the Special Links option, on the right-hand menu (for content blocks) or on the text customisation bar (for text)
• Select Events
• Select Accept or Decline Event

When you have finished your email, click Save Changes and close the builder by clicking the X in the corner of the page.

A preview will generate for your email. You can send a test of this email by clicking Send Test. When you’re happy to send the invite to your stakeholders, click the red Send Email button. This will send the invitation to your selected Invitees.

After sending, Tractivity will update your Invitees’ Invitation Status from “Awaiting Invitation” to “Awaiting Confirmation”.