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