Chapter 4 · Invitation emails
Send the invitations
In “Invitation emails”, send now or schedule the send, then follow what has gone out. Each guest receives an email with the link to their invitation: their QR code and, if they wish, their Apple Wallet or Google Wallet pass.
Step by step
- Try it out (optional)
In “Overview”, “Try it out (optional)”, then “Send me a test invitation”. It goes to your own address, carries the mark TEST, its QR code admits no one and it does not count towards your sends. At most 10 tries per 24 hours for the same event.
- Choose the group and the time
Choose the recipients. You can filter them by: guests without an invitation, a category, or a delivery status (to send, problem, cancelled). Send right away, or tick “Schedule this send” and choose the date. The summary recalls the invitation language and counts those who will receive it, those who already have it and those blocked by capacity.
- Confirm
“Review and send”, then “Create background send”. The selection is checked again at that moment: guests who already have an invitation sent or scheduled will be skipped.
- Track the deliveries
Look at the counters, the delivery problems and the deliveries to confirm. A delivery to confirm has not necessarily failed: handle it from the screen provided, without resending the invitation by reflex.
Good to know
- First send: the event becomes “Active” and its data deletion date is set (chapter 1).
- Late send: a send scheduled less than 24 hours before the start is flagged. A send scheduled after the end of the event is cancelled when the day comes, without using anything up.
Changing things after sending
An email already sent cannot be corrected. The invitation page and the Wallet passes already installed will show up-to-date information even after your change; the guest’s QR code stays the same.
What changes, depending on what you edit
| You edit | Email already received | Invitation page and Wallet passes | Scheduled sends |
|---|---|---|---|
| Date, time, venue, contact | Keeps the old information | Show the new one | Will go out with the new one |
| Images and colours | Unchanged | Show the new look | Will go out with the new look |
| A guest’s name | Unchanged | Corrected at once | Will go out corrected |
| A category’s name | Unchanged | Show the new name | Will go out with the new name |
Changing the date or the venue
Before saving, InviteKey shows who is affected: guests who have already received their invitation, scheduled sends not yet gone out, those for which it is not yet known whether they went out, and those who have received nothing. No invitation is resent: you confirm that you will notify those who already received one yourself. Scheduled sends that would fall after the new end can be cancelled or rescheduled; otherwise, they are cancelled when the day comes, without using anything up.
Changing a guest’s email address
- Nothing has gone out yet: no other effect.
- Their invitation is scheduled and has not gone out yet: it will go to the new address, at the planned time, with the same QR code.
- Their invitation already went to the old address: InviteKey does not resend it. Copy their invitation link (“Copy invitation link”) and pass it on yourself, by email or message. The QR code is the same.
Withdrawing a guest’s access
Revoking a guest makes their QR code invalid: they will be refused at the entrance (“Refused — revoked”), and their Wallet pass is no longer valid. “Reactivate” makes the same QR code valid again.
A guest can only be deleted if nothing ever reached them: no invitation sent or pending, never scanned, no Wallet pass added to a phone, and access revoked. Deleting frees their place; it is final.