Inviting Attendees to Your Virtual Event

After you have created your Virtual Event Portal and are ready to bring in your Attendees, it’s time to invite them. We recommend inviting people a few days before the event as a best practice! There are a few ways to invite Attendees and a plethora of customization features to create the invitation just the way you want it.

1. 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 information like Title and Description
   1. Title Represents the email subject line.
   2. Description represents the email body.
4. Above the Description text box, select Insert Token > Magic Login Button
   1. The Magic Login Button token is a direct link to their Virtual Event Portal.
   2. You can edit the name of the button by replacing “Visit Virtual Portal” with your own replaced text in between the token code.
   3. There are other useful tokens such as Temporary Password and Email.
5. Toggle on the Email Notifications Enabled checkbox
6. Under Scheduling, select the various fields to schedule an announcement
   1. Display Date represents the publishing date for the announcement
   2. Display Time represents the publish time for the announcement
   3. Automatic Publish Date represents the date for publishing the announcement automatically.
   4. Automatic Publish Time represents the date for publishing the announcement automatically.
7. Toggle on the Include Login Credentials checkbox
8. Select Save Changes

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. You can also select Review Sent Announcements to see who has already received an email.

Quick tip - announcements can only ever be received by an attendee once. (As long as Allow Multiple Deliveries is toggled off, which it is by default). This means that if you re-trigger the announcement - it will only ever be sent to attendees who have not received this announcement before. 

Quick tip - even if you pre-schedule an announcement, click on bulk send announcement and you will be able to see when the email is scheduled to be sent and who it will be delivered to.

2. Inviting Using the Attendee Tab

PheedLoop also has a virtual event welcome email function built-in to the attendee system itself. It provides a convenient and easy way for you to send out this very specific announcement with minimal setup to individual attendees, or in bulk.

1. From the Event Dashboard, navigate to Attendees > Attendees
2. Select an attendee (or multiple) you would like to invite from the list
3. Above the attendee table, select Actions > Email > Virtual Event Welcome
   1. This email is in Communications > Email Templates, it is titled Virtual Event Welcome.
   2. Make sure to toggle on the Enable Call-To-Action Button checkbox and the Include Login Credentials checkbox.
      1. Toggling on the Enable Call-To-Action Button checkbox will contain a magic link for the attendee to login instantly to the Virtual Event Portal.

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 Email > toggle off the Enable Call to Action Button checkbox.