# Invitation Manager

The Invitation manager is where you can manage all your invitees and their data. From here, you will also configure and send your registration emails including the invitation, reminder, and confirmation. 

## Get Started

#### **Add & Import Invitees**

You can leave the invitee list empty to only view those that are registering, input invitees manually, or you can choose to import a list of invitees. 

When importing a list of invitees, make sure to use our [import template](/kb/tools-and-resources/import-templates.md) and read the instructions carefully. 

## **Configure Emails**

Build each email type by selecting the "Configure Emails" button.  We have three types of pre-existing email templates:

* Invitation
* Reminder
* Confirmation 

The confirmation email is the only one automatically sent out whenever an invitee registers through your page. It cannot be sent manually. 

Reminder emails do not always have to be used as reminders to register for the event.  You may choose to re-configure this template for any type of custom email. Feel free to use any of our email tags (see below).

**Email Tags**

All email templates contains a set of tags within a pair of brackets that you can use to dynamically input content in your emails. Some tags can be removed while others are considered mandatory.

| Tag                                  | Description                                                                                                  | Templates                                  | Required?                                                                 |
| ------------------------------------ | ------------------------------------------------------------------------------------------------------------ | ------------------------------------------ | ------------------------------------------------------------------------- |
| {{FIRSTNAME}}                        | As appearing in the invitees list.                                                                           | Invitation, Reminder, Confirmation, Custom | No                                                                        |
| {{LASTNAME}}                         | As appearing in the invitees list.                                                                           | Invitation, Reminder, Confirmation, Custom | No                                                                        |
| {{EVENTNAME}}                        | As set on the event Details tab.                                                                             | Invitation, Reminder, Confirmation, Custom | No                                                                        |
| {{REGISTRATIONLINKORBUTTON}}         | The link to accept or decline registration.                                                                  | Invitation, Reminder, Confirmation         | Yes                                                                       |
| {{APPNAME}}                          | As set by Ventla.                                                                                            | Invitation, Reminder, Confirmation, Custom | No                                                                        |
| {{EVENTDATE}} + {{ADDTOCALENDAR}}    | Showing the event date + an add to calendar link (blocking each event date).                                 | Confirmation, Custom                       | No (but if eventdate is removed, addtocalendar has to be removed as well) |
| {{EVENTACCESSLINK}}                  | This is the event access link (also found on the event Settings page) for joining the event in the platform. | Confirmation                               | No                                                                        |
| {{EDITRESPONSESLINK}}                | The link to edit an invitee registration.                                                                    | Confirmation                               | No                                                                        |
| {{REGISTRATIONLINK}}\&isEdit=True    | The link to edit an invitee registration.                                                                    | Custom                                     | No                                                                        |
| {{REGISTRATIONLINK}}\&IsCancelling=1 | The link to cancel a registration.                                                                           | Custom                                     | No                                                                        |

### **Send Emails** <a href="#send-emails" id="send-emails"></a>

Once you have created your emails, you can begin sending them. Use the checkboxes to select one, a few, or all of your invitees. Select the blue "Send" button and select the email you would like to send.

All emails will be sent from <no-reply@ventla.io>.

**Invitee Status**

The status column in your invitees list indicates whether each person has:

* Accepted
* Rejected
* Opened the Invitation Email
* Clicked the Link to Register
* Bounced

You can change an invitee status manually between accepted and rejected by editing their invitation. See below.

**Edit Invitations**

You can edit invitations and invitee responses without triggering an email:

1. Navigate to the Invitation manager tab
2. Scroll to the invitee you want to edit
3. Select the dropdown to the right of the Manage button.
4. Select "Invitee Details"
5. From here you can
   1. Change status (Accepted / Rejected)
   2. Change answers to Standard questions
   3. Change answers to Custom questions

{% hint style="warning" %}
Please note:

Making edits after the fact will not change the orginal participant Group the invitee was divided into. This change needs to be done manually in the Participants section of your event.&#x20;

An alternative option would be to wait for once registration has closed. You can clear your Participants list, export your Invitees list, and then import the Invitee list back into the Participants section with the correct data. For assistance, [contact us.](/kb/connect/contact-us.md)
{% endhint %}

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