Sending Invitations for Access to the Mobile Event App

Once your event is in a ready state, you may want to send welcome emails out to attendees. We recommend giving attendees access to your event at least a few days before the start date to get acquainted with the Mobile Event App.

Some benefits of sharing the event app in advance include being able to login and personalize their schedules, engage with other exhibitors or attendees, and more.

Contents

• Method A: Inviting using the Announcements feature
  • Creating Announcements from the Communications tab
  • Sending Announcements from the Communications tab
  • Scheduling Automated Announcements
• Reviewing Sent Emails from the Communications tab
• Method B: Inviting from the Attendee tab
  • Accessing the Event App Landing Page from the Event Dashboard
• Conclusion

There are two ways to send the invites for attendees to get access to the event.

Method A: Inviting using the Announcements feature

The announcement feature is ideal for sending out custom emails. With the Announcement tab, you can schedule emails to be released in advance as well as track who opened the email and clicked the Call-To-Action button.

Creating Announcements from the Communications tab

1. From the Event Dashboard, navigate to Communications > Announcements
2. Above the Announcement table, select Create

3. Fill out the Announcement Title and Description
   1. Between the title and body of Description lies Insert Token. This gives you the option to include hyperlinks and other shortcuts in your description. There are important items to consider for logging into the Event App:
   2. The App Magic Login Button token will direct people to the Event App landing page: {app_magic_login_link}Open in PheedLoop Go{/app_magic_login_link}
   3. The Temporary Password token will send the temporary password for logging in: {temporary_password}
   4. The Email token will send you the email for login: {email}

4. Under Delivery, toggle on the Email Notifications Enabled checkbox

5. Under Advanced Settings, enter the text of the Call-To-Action button under the Call-To-Action Text field and enter the URL for your mobile event app’s landing page under the Call-To-Action URL field
   1. You can access the landing page from the Event Dashboard, navigate to Event Portals > Mobile Event App > Event App Landing Page.

6. Toggle on the Include Login Credentials checkbox to allow attendees to access your event

Sending Announcements from the Communications tab

1. From the Event Dashboard, navigate to Communications > Announcements
2. Above the Announcement table, Select Actions > Send Single Announcement or Send Bulk Announcements
3. Selecting Send Single Announcement will send one email to a user of your choosing. Selecting Send Bulk Announcements will send emails to everyone in the attendees tab. By default, people who have already received the email will not get it again unless Allow Multiple Deliveries is selected under Delivery

Scheduling Automated Announcements

If you want to release the email in the future you can do so by selecting the email and navigating to Scheduling > Automatic Schedule Date and Automatic Schedule Time.

1. From the Event Dashboard, navigate to Communications > Announcements
2. Select the announcement you wish to configure

3. Scroll down to Scheduling
4. Under the Automatic Publish Date field, select the date for the announcement to be delivered
5. Under the Automatic Publish Time field, select the time for the announcement to be delivered
6. Select Save Changes

Reviewing Sent Emails from the Communications tab

In addition to sending out custom emails, you can also view which emails were sent to who. The Communications tab is great for sending out unique emails and keeping track for analytics.

1. From the Event Dashboard, navigate to Communications > Announcements
2. Above the Announcement table, Select Actions > Review Sent Email Announcements
3. A new pop-up will appear showing the name and email of the recipient and whether the email was open or clicked

Method B: Inviting from the Attendee tab

Sending invites from the attendee tab is convenient for sending out individual invitations. If you want to send out a quick email without additional steps, then this method is best for you.

1. From the Event Dashboard, navigate to Attendees > Attendees
2. Select the attendees you would like to notify from the list

3. Above the Attendee table, select Actions > Email > Event App Welcome

An email will be sent out to the selected attendees inviting them to the event app landing page. This email can be edited from the Event Dashboard.

1. From the Event Dashboard, navigate to Communications > Email Template
2. Select Event App Welcome Email from the list

3. Toggle on the Enable Call-To-Action button if not enabled already

Without the Call-To-Action button there is no way to access the event app landing page without manually typing the URL in the email template.

Accessing the Event App Landing Page from the Event Dashboard

For administrators and team members, the Event App Landing Page can be accessed easily from the Event Dashboard. The Event App Landing Page provides quick access to PheedLoop Go! on Google and Apple store, the Web Version of PheedLoop Go!, and the Virtual Portal if that has been purchased.

1. From the Event Dashboard, navigate to Event Portals > Mobile Event App > Event App Landing Page

It is recommended to check the Event App Landing Page to ensure everything is functioning properly. Event Administrators and Team Members can also share the URL of the page to Attendees should it prove more convenient than the methods mentioned above.

Quick Tip - You can also select Download Shareable QR Code which will redirect users to the Event App Landing Page when scanned.

Conclusion

Sending welcome emails to attendees is a crucial step in ensuring a smooth event experience. By providing early access to the event app, attendees can familiarize themselves with the platform, personalize their schedules, and engage with others before the event begins. Whether using the Announcements feature for scheduled and trackable emails or sending quick invitations through the Attendee tab, both methods offer effective ways to invite participants. Additionally, administrators can access and share the Event App Landing Page for even greater convenience. Taking these steps will help maximize attendee engagement and streamline event logistics.