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How to Use the “Invite Users” Mail Action

The Invite Users function allows you to send a targeted invitation email to specific user groups before booking opens or regardless of their current eligibility. This is especially useful when event access is staggered across membership types (e.g. Connect members gaining access later in the week).

Steps to Invite Users

  1. Navigate to the Event
    • Go to the Events tab in the Admin interface.
    • Open the event you wish to send invitations for.
  2. Open the Invite Users Tool
    • In the left-hand sidebar under the event’s Action Menu, select Invite Users.
  3. Select User Groups You will be taken to a screen like this:  
    • Tick the relevant User types you want to invite, e.g.:
      • (Global) Connect
      • (Global) Full
      • (Global) Professional
      • BIP or other member categories as configured
    • If there are saved mailout bundles, a message will appear noting that those users will also be included unless cleared.
    • To start fresh, click here (on the page) to clear any existing mailout bundles.
    Once your selection is made, click NEXT.
  4. Compose the Email On the Send Bulk Email screen:
    • Email subject:
      Enter a clear and informative subject (this will be inserted using the @@subject@@ placeholder in your email template).
    • Email body text:
      Type your message in the rich text editor. This content is inserted using the @@body@@ placeholder.
    • Template:
      Select a relevant email template from the dropdown (e.g. event/invite/generic). Templates help ensure consistent formatting and branding.
    • Don’t send until (optional):
      You can schedule the email by setting a future date and time. If left blank, it will be sent as soon as possible.
    • Initial email status (optional):
      • Set to New to send immediately.
      • Set to On hold if you’d prefer to manually release it later.
  5. Preview and Send
    • Click Preview to check how the email will look.
    • When satisfied, click Send to begin sending, or Cancel to exit without sending.

Key Notes

  • This action only sends an email — it does not alter the booking eligibility or ticketing rules.
  • The recipient list is final at the time you proceed from the user selection screen. It will not update automatically if eligibility changes later.
  • Use this to pre-emptively notify or invite users whose booking access may be granted at a later stage.