Invitation Email

RD Mobile has some great features that make it even easier for your participants to get up and running on your event.

Our Invitation emails help attendees get their account set up, connect with your event, and create their personal agenda, all before they arrive at your meeting.

When activated, invitation emails are sent out to all your registrants. The invitation will include links to your event on the public website and on the mobile app, where attendees can go right to your event, and begin to create their personal agenda. A link to download the app is provided to assist participants in downloading the appropriate app for their device.

Create Invitation

In the backoffice, from the main event details page, select the Invitation & Follow-Up Emails tab.

Then, click on the create email button.

This takes you to a page that allows you to enter custom content for your invitation emails. Each of the sections has some default text with placeholders. Fill in the placeholders to use this text as-is, or modify it as best suits your event.

Header

A header image can be placed at the top of the invitation email. The image can be a file uploaded such as a logo or banner image or a URL may be used if you already have a resource available on a public website.

Be sure to adjust the image to desired dimensions.

Content

Invitation Subject

Invitation HTML Content

Formatted content allows for various options to create an engaging invitation.

Invitation Plain Text Content

Beneath the formatted content, there's a field for a plain text version, for users whose email client does not support HTML.

You can copy the text from the formatted content above, and paste it into this field, and then adjust the text if needed.

Login / Download Links

Be sure to include links to access your event. In the age of virtual events you now have the option to send out the Desktop link, or the Mobile App link, or both.

Links sent to registrants are specific to that registrant based on the email address. The login link can only be used once to log the participant in. Once logged in to the desktop or mobile app, the user will remain logged in.

Example: an invitation sent to john.doe@rdmobile.com will contain a secure link sending John directly to the event page, logged in as John Doe.

Warning: If John from the example does not click on the link and forwards the email to another person. The link will still work to log in the 'new' person as John Doe.

Footer

Here, you can enter your organization name and website link.

Footer Plain Text

As above, there is both a formatted content field, and a plain text field.

Help

Finally, there is a place to enter some help instructions.

If a registrant should receive an invitation email, and that registrant is subsequently removed from the roster, the link from the invitation will take them to a page displaying an error message.

We recommend that you provide users in this situation with the contact information of someone who may be able to assist them. This should be someone who is able to view and manage the attendee roster.

Save

When you're done, click save.

Testing Your Invitation

You will now see that the status of your invitation is "inactive".

From here, you can send yourself a test email to make sure everything looks the way you want.

Simply click on the "Send test email" button, enter your name and email address, and click send.

NOTE: The Access Event buttons in the test email will work to log in the test recipient. If you are testing with your email address or another person's address, and your event is "restricted" please ensure you add yours/their details as a registrant with the appropriate roles for the event.

Make Changes

If you need to make any changes, just click on the "edit email" button.

Invitation emails will not be sent until the invitation is activated. So you can create the email ahead of time, and activate it when you're ready.

The event must be published before you can activate the email.

Activate Your Invitation

When you're ready to send the invitations, click on the "Activate" button.

When you activate the invitation, it will immediately be sent to all registrants who have not already created an account and selected your event.

After the invitation has been activated, all new registrants will receive the invitation as they're created, whether that be through the backoffice interface, the upload utility, or through the API.

If you're all set, click the button to confirm activation.

The invitation status is now "active", and it shows you the date that the invitation was activated.

If you wish to re-send the invitation, you may do so by clicking on the resend invitation button.

For example, suppose you activated your invitation when registration for your event first opened. Then, a few days before your event, you may wish to send the invitation again, reminding anyone who has not already created their account to do so. Only people who have not created an account and selected your event will receive the invitation.

If you wish to make sure that a specific person has received the invitation email you can view their status on their participant profile. If they have not logged in, navigate to their registrant detail page to see when the invitation email was sent. If the user has not already created an account, there will be a button to resend the email.

If you wish to resend the invitation to one specific individual, you can use the "send test email" button on the Invitation and Follow-Up Emails tab. To resend a follow-up email to an individual, navigate to the Listed Registrants section, look up their name, and scroll to the bottom of the page.

For more information on the Participants tab and the Registrants section, check out our video on Roster Management.