With the invitation management system, you can send personalized invitations with a code, for example by mail or email. The guest enters their code on the event page, checks their details, and accepts, declines, or registers a guest. You can see at any time who has responded and how.
This is how it works for the guest #
1. The guest opens the event page and sees the Welcome Text with a field for the invitation code.
2. After entering the code, the RSVP Text. Here the guest checks their details and selects: Acceptance, Acceptance with a guest, or Decline.
3. Depending on the choice, he sees the page Confirmation without accompaniment, Confirmation with accompaniment or Rejection text.
4. Finally, the Final text. If the code is incorrect, ONevents displays the Text not found.
Step 1: Switch the event to an invitation code #
1. Open in Space under Events the event with Edit.
2. Choose from Participants & Registration at mode the option Invitation code.
3. Click on Edit event, in order to save.
Step 2: Import guests with invitation code #
Each guest needs their own code. You assign it when importing the guest list:
1. Go to the event user, open the gear menu and select User import.
2. Charge with Download demo import file download the template.
3. Enter the guests' names and assign a number in the column. Invitation code Each one gets a unique code, for example. SAMPLE-4821.
4. Load the file with Upload file back up again.
More information about importing is described below. Add guests and register them for an event. You can print the code on the invitation or insert it into the invitation email.
Step 3: Designing the pages #
1. Go to the event Settings → Invitation code.
2. Place on top if needed Invitation code background-Image fixed. Under Invitation code excluded characters You enter characters that shouldn't appear in codes, such as easily confused ones like 0 and O. With Invitation codes can be changed You determine whether codes can be changed later.
3. Design the seven pages using HTML in the tabs. About Insert placeholder Suitable placeholders are available for each page.
The most important placeholders on each page:
| Page | Placeholder |
|---|---|
| Welcome Text | %INVITATION_CODE_INPUT% (Input field), %INVITATION_CODE_BUTTON% (Submit button) |
| RSVP Text | %INVITATION_CODE_ACCEPT_BUTTON%, %INVITATION_CODE_ACCEPT_WITH_COMPANION_BUTTON%, %INVITATION_CODE_DECLINE_BUTTON%, input fields such as %USER_FIRST_NAME_INPUT% or %USER_EXTRA_1_INPUT%, %USER_DATA_SAVE_BUTTON% |
| Confirmation without accompaniment | %COMPLETE_REGISTRATION_BUTTON%, %INVITATION_CODE_EMAIL_FOR_CONFIRMATION_EMAIL_BUTTON%, %USER_DATA_SAVE_BUTTON% |
| Confirmation with accompaniment | %INVITATION_CODE_COMPANION_BUTTON%, %COMPLETE_REGISTRATION_BUTTON%, %USER_DATA_SAVE_BUTTON% |
| Rejection text | %INVITATION_CODE_BUTTON%, %COMPLETE_REGISTRATION_BUTTON% |
| Text not found | %INVITATION_CODE_BACK_BUTTON% (back to input) |
| Final text | Only text and user placeholders such as %USER.FIRST_NAME% |
Example of a welcome text:
<h2>Welcome to the summer festival</h2>
<p>Please enter the invitation code from your invitation.</p>
%INVITATION_CODE_INPUT% %INVITATION_CODE_BUTTON%
Example of the RSVP text:
<h2>Hello %USER.FIRST_NAME%!</h2>
<p>Please check your details and let us know if you're coming.</p>
%USER_FIRST_NAME_INPUT% %USER_LAST_NAME_INPUT% %INVITATION_CODE_ACCEPT_BUTTON% %INVITATION_CODE_ACCEPT_WITH_COMPANION_BUTTON% %INVITATION_CODE_DECLINE_BUTTON%
4. Click on Save settings.
Step 4: Set up confirmation emails #
Depending on the answer, ONevents can automatically send an email:
1. Go to Emails and create a new email address.
2. Select in the tab Triggered during daytime or event under Event the trigger RSVP Without Escort, RSVP With Escort or RSVP I unfortunately cannot come.
3. Create a separate email for each response, for example, a confirmation email with directions for acceptances and a friendly reply to rejections.
Evaluate feedback #
Each guest's response is displayed in the user field. rsvp_status. The field has one of the values 1, 2, or 3. You evaluate it via user export or count the responses on a [system/platform - context needed]. Admin Dashboard with %DASHBOARD_SUM("rsvp_status", "Wert")%.
Related: Settings → Invitation code, List of user variables, Add guests and register them for an event
