Invitations and Attendance

You are able to send out email or text message invitations to your events, that will allow people to indicate whether they will be attending, or not.  You can also add people to be Administrators for the event, which will give them access to edit the event.

To do this, click the ‘Invites’ tab at the top of the page.

You can add Administrators by simply typing a name in the search box, in the ‘Add Administrators’ section, and selecting the relevant person from the list that appears below.  The person creating the event will, automatically, be added as an Administrator. Any Administrators added, will automatically be added to the Invite list.

You can invite individuals, Circles, Groups or Teams to your event.  To invite people to the event, start typing the name of the person, Circle, Group or Team into the ‘Invite People’ box in the ‘Invites’ section.  Matches for your search will appear in the box below, you can then click the green plus icon to add them to the ‘Invited’ list on the right.  If there is anyone in the ‘Invited’ list that you need to remove, you can click the ‘X’ icon next to their name.

When you have added all the people that you wish to invite, click the ‘Save’ button at the bottom of the page.

You can now send an invite email or text message, to everyone on your ‘Invited’ list by clicking the ‘Contact Everyone’ button.  This will take you to the Communication Suite. If you select ‘Simple Email’, on the right, you will see our default email text, which can be edited to suit your needs.  Clicking ‘Simple SMS’ will allow you to send a text message. In both cases, two links will be added to the message, automatically, which the recipients can click to indicate whether they will be attending, or not.  They will also have the opportunity to add the event to their own iCal or Google calendar. Their responses will be recorded on this page, under the ‘Invitations’ tab, for the event.

You are also able to come back to this page to send follow up emails, such as reminders to those that haven’t responded, by clicking the ‘Contact Non-Response’ button, or details of the meeting for those that couldn’t make it, by clicking ‘Contact Declined’.

If you have invited people to your event, you are able to check them in to the event, when it takes place.  To do this, you will need to go to the Events calendar, click the event, click the ‘View’ button on the right hand side and click the ‘Attendance’ tab.

If someone is going to be checking people in, as they arrive, they will simply need to start typing the name in the Search box.  They can then click the Tick, on the right next to the name, to check them in.

If you would prefer people to check themselves in, as they arrive, click the ‘Launch Self Check-In’ button.  People will then be able to search for their own name and click the Tick to check themselves in.

In both cases, the system will record that the person is checked in and the time they were checked in.