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 and then choose Personal email addresses.
You can add participants in two ways:
- Manually enter participant details
- Upload an Excel file containing the required information
- If you choose to upload a file, you will be prompted to match the personal information fields in Conference Manager with the columns in your file.
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.
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.
Track responses and send reminders
After invitations have been sent, you can monitor responses from both the Invitation list and the Participants tab.
Potential participants 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 responded to 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.
