The Invite and remind tab is used to manage potential participants, send invitations, and follow up with reminders. To do this, you need to invite participants through the Conference Manager system.
If you simply want to invite participants outside of the system, click here for a guide.
Add potential participants
First, you need to add potential participants to the invitation list.
Go to Invite and remind, Invitation list, click Add potential participants.
You can choose between Personal email addresses and Group emails.
Personal email addresses
Use this option if you want to add known participants to the invitation list. You can add participants manually or upload an external file with the relevant participant information.
When adding personal email addresses manually, you can select the participant category and enter information such as first name, last name, and email address.
If you upload a file, you will be asked to match the columns in your file with the personal information fields in Conference Manager.
Personal email addresses are used for personal invitations. This means that each invited person can be tracked individually. When a person registers through their personal invitation, they are moved from the invitation list to the participant list.
Group emails
Use this option if you want to send an invitation to a shared or general email address, where the exact recipients are not known in advance. Recipients who receive the invitation can then register for one of the open participant categories.
You can add group emails manually by entering a group name and group email address, or you can upload an external file with several group emails.
If you upload a file with group emails, you will be asked to match the columns in your file with the fields Group name and Group email.
Please note that group emails are not personal invitations. This means that recipients are not tracked individually in the invitation list. When someone registers through a group email invitation, the group email entry is not moved from the invitation list to the participant list, and you cannot track exactly who registered from that specific email.
Invitation list
Once potential participants have been added, they will appear in the Invitation list.
From the Invitation list, you can select one or more participants and perform the following actions:
- Export the selected participants to an Excel file
- Send email directly to selected participants
- Send text message (SMS) to selected participants
- Change status for selected participants
- Register participants manually
- Delete selected participants from the list
You can also use the search field to find specific participants and apply filters to narrow down the list.
To send an invitation, you can select the relevant participants and click Invite. You can also invite the participants under the Invitations tab.
Invitations
To send invitations and reminders, go to the Invitations tab.
Here, you can:
- Create and manage invitation templates
- Send invitations to selected participants
- Send reminders to participants
To create a new invitation template, click Set up new invitation.
When creating the invitation template, make sure to insert a link that allows recipients to register for the event.
To insert a link, click Insert link in the editor toolbar and choose Select a page on the website under Link address. You can choose between different link options, including:
- Event description – links to the event front page (if you have one).
- Registration – links directly to the registration page.
You can also choose to insert a No thank you (I do not wish to participate) link if you want recipients to be able to decline the invitation. If a recipient clicks this link, their status in the Invitation list will automatically be updated to No thank you. Please note: The No thank you link only works for personal email invitations. It does not work in the same way for group emails, because group emails are not connected to individual recipients in the invitation list.
Enter a link text and click Save. Then enter the rest of the invitation text, assign a reference name (only for your internal use), and save the template.
The template will then be visible in the template overview.
To send the invitation, mark it in the overview and click Go to dispatch.
The dispatch flow consists of three steps:
1. Content
In the Content step, you can review or edit the specific dispatch before sending it.
Click Next step when the content is ready.
2. Recipients
In the Recipients step, select who should receive the invitation.
You can filter recipients by for example:
- Participant category
- Status
Use Show persons to manually choose specific persons.
Click Next step when the recipients have been selected.
3. Schedule
In the Schedule step, choose when the invitation should be sent.
You can choose to send it:
- Now
- Later (then choose date and time)
Click Send/Schedule to dispatch the invitation.
If you schedule a dispatch, it will be shown under Scheduled dispatches until it is sent.
See all sent emails under Communication and Sent emails.
Track responses and send reminders
After invitations have been sent, you can monitor responses from both the Invitation list and the Participants tab.
In the Invitation list, the Status column shows the current status for each potential participant, for example whether they have been invited, have not yet been invited or have declined the invitation.
Potential participants invited via personal email addresses remain in the Invitation list until they register for the event. Once a participant completes their registration, they are automatically removed from the Invitation list and added to the Participant list.
This allows you to keep track of:
- Who has not yet been invited
- Who has not yet responded to the invitation
- Who has declined the invitation
- Who has registered for the event
- Who may need a reminder
Send reminders
To send reminders to participants who have not yet responded, go to Invite and remind and Invitations.
Click Set up new invitation and create a reminder email template with a registration link. You can also include a No thank you link if needed.
Once the reminder template has been created, mark it in the overview and click Go to dispatch of reminders.
The system will automatically apply filters so that the reminder is sent only to recipients who have not yet responded to the invitation.
The reminder dispatch follows the same three-step process as sending invitations:
- Content – Review and edit the reminder message.
- Recipients – Verify the automatically selected recipients.
- Schedule – Choose whether to send the reminder now or at a later time.
Click Send/Schedule to dispatch the reminder.
