Sending Invitations to Meetings

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Sending an invitation

Now that you have added the contacts to the meeting - you are ready to send out the invitation. Go to the meeting (click on view contacts) - and on the list view you will see a little grey envelope - click on that to create the invitation email with the #confirm# and #decline# links that will enable the recipient to RSVP straight away. If you do not see the #confirm# - you have not clicked on the correct icon. Search for your meeting again - or go to the date of your event and click on the View link. Make sure you are clicking on the correct icon - the grey envelope, not the bulk mail icon.

Your invitation email should be saved in the drafts - so click on the blue drafts link (above the subject line) and pick your draft off the list - this should now be automatically put into the compose screen. Once you have checked the from name and address, as well as the subject and the reply to address, click on preview, make sure your hashes (#) have changed to square brackets ([]) and give your mail a final run through before you send it! Once you have checked it and are happy with it - click on send and wait for the responses to come in!

Handling responses

When the contacts that the invitation was sent to click on confirm - the system will pick this up and the status next to their name will change from Invited to Confirmed. If a contact calls or emails saying they would like to come - you can manually change their status within the meeting. Just go to the meeting, view contacts and at the top by the meeting name click on Search Delegates where you can search by their name - and then change their status.