Create and send an invitation - Step-by-step

This article will guide you through all the steps to be able create and send out an invitation.

Step 1: Create  the invitation - content and graphics

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1. Log in to admin for your event
2. Click on Invitations in the left menu
3. Under Mailings- click on Add
4. In the Name field, enter a suitable name for your invitation. This name will only be visible to you.
5. In the Subject field, enter a really inviting sentence because this is what will be shown as the a-mail subject for your invitation
6. Trippus standard template is selected as default. If your organisation has several templates, pick the one that you want to use in the drop down list Template.
7. Adjust the content and graphics
8. Save!

Step 2: Create a mailing structure

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1. Click on Invitations in the left menu
2. Under Mailings structure, click on Add
3. First, choose if you want to base the mailing structure on an existing participant category or if you want to create a new one. (This participant category will be the category containing accepted bookings)
4. Choose Registration if you want the recipients who accepts the invitation to be redirected to a registration form (Registration form belonging to the main category for the structure that you chose in the step above)
   Choose Event page if you want the recipients to be automatically registered without coming to a registration first. Instead of coming to a registration form, they will be redirected to an eventpage instead.
   Note! In the invitation (created in step 1) it's important that you change the dynamic link for the Accept button that is automatically set to redirect recipients to the registration form.  
5. In the field E-mail addresses for notification at unregistrations, enter one or several e-mail addresses (separated with semicolon) that will receive notifications if a participant who at first accepted the invitation , later cancels the booking doing that by clicking the link for cancelling in the confirmation e-mail.
6. In the field Message for recipients which have declined you can enter a message which will be displayed to the recipients who directly declines the invitation.
7. To finish the mailing structure - click Add down in the right corner.

Step 3: Import a list with recipients

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1. Click on Invitations in the left menu
2. Under Mailings structure, click on the name of the created mailing structure that you want to import the list to.
3. In the expanded view, click on Import recipients
4. Click on Choose file
5. Search for your importlist and click Open.
   NOTE! The import file has to be in .CSV comma separated format and it's important that is has correct column names . >Read more about the import list
6. Click on Validate
7. A information box will appear and if the box doesn't indicate any errors, you click on Import.
   Note! If there are indication of errors, you will get information of which row the error occurs on and also an indication of why you got the error. Then you have to go back to your importlist and try to correct the errors.

Step 4 - Send the invitation

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1. Click on Invitations in the left menu
2. Under Mailings structure, click on the name of the created mailing structure that you want to send the invitation to.
3. In the expanded view, click on Send invitation
4. Choose which invitation you want to send
5. Click on Send e-mail
6. You will see a preview of the invitation and you also have the possibility to uncheck any of the recipients if you don't want to send the invitation to all recipients in the list.
7. When you are ready - click on Send in the upper left corner
8. Your invitation is now sent!!

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