Inviting Attendees to Your Virtual Event

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 Virtual Portal.

Contents

• Method A: Inviting Using the Announcements Feature
• Method B: Inviting from the Attendees Tab
• Frequently Asked Questions

Method A: Inviting Using the Announcements Feature

Creating a custom announcement gives you the greatest level of control and insight into the formatting and performance of your email invitations.

Creating Announcements from the Communications Tab:

1. From the Event Dashboard, navigate to Communications > Announcements

2. Above the announcements 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}Visit Virtual Portal{/app_magic_login_link}
      1. Quick Tip - you can change the "Visit Virtual Portal" text to whatever you want if preferred.
   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}

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

6. 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.

7. 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. Select the announcement you would like to send out from the list
3. Above the announcements table, select Actions > Send Single Announcement or Send Bulk Announcements
   1. 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.
   2. You can also select Review Sent Announcements to see who has already received an email.

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 opened or clicked
   1. If you have scheduled your announcement to be released automatically, this window will also display the date and time for when it will be released.

Method B: Inviting from the Attendees Tab

Sending invites from the attendee tab is convenient for sending out individual invitations or in small groups. 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 attendee(s) you would like to invite from the list

   

3. Above the attendee table, select Actions > Email > Virtual Event 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 Virtual Event Welcome from the list

   

3. Edit the Subject field to edit the title of your email
4. Edit the Body Text field to edit the subject of your email
5. Toggle on the Remove Default Welcome Message checkbox to remove the default greeting included in emails
   1. This is useful if you would like to include your own custom greeting in the email body.
6. Toggle on the Enable Call-To-Action button if not already enabled
7. Edit the Call-To-Action Button Text field to change the text of the button
8. Toggle on the Include Login Credentials checkbox to include login information within the email

9. Select Save Changes

   

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.

Frequently Asked Questions

Will my attendees get access to the virtual portal automatically if using PheedLoop's registration system?

If you are using PheedLoop's registration, your ticket holders will automatically receive a link to the virtual portal in the Registration Confirmation email. You can disable this link in this email by navigating to Communications > Email Templates > Registration Confirmation and toggling off the Enable Call to Action Button checkbox.