An integrated, simple and effective email invitation system
The exhibitor invitation feature has been completely redesigned to:
Centralize email configuration at the category level,
Send invitations in real time as soon as a guest is imported,
Provide a better experience for both the exhibitor and the attendee,
Respect guests' GDPR preferences.
Category configuration
To activate the system :
Create a category with the exhibitor population (the one that sends the invitations).
Create one or more categories and customize them to be invitee categories (those receiving the invitations).
Configure an invitation-type email: this is the message that will be sent by exhibitors.
Then, on the website, you will need to create a page or at least an exhibitor invitation section and customize the elements you want on it from the following:
Email customization by exhibitors
Exhibitors (or their collaborators) can customize the invitation email via a section on the website.
From there, they can modify :
Email subject,
Sender name,
Reply-to address,
Logo,
Message,
Privacy policy URL.
A real-time preview is available in the interface. With each addition of a guest (via form or import), the email is sent automatically.
Opt-in / Opt-out: GDPR compliance
When an exhibitor invites a contact, the email opt-in status is enabled by default.
The guest can then unsubscribe (opt-out) if they wish.
The exhibitor can see in their interface if any of their guests have chosen to unsubscribe from their communications.
Quota tracking and management
Quotas are no longer consumed at import, but only when the guest registers via the invitation received.
3 types of quotas are available :
Invitation quota (guest quota): number of invitations an exhibitor can send.
Category quota: quotas related to the guest's registration category.
Additional quota: purchased by the exhibitor via a product.
➡️ All these quotas are added together.
Scenarios :
If an exhibitor invites a contact who is already registered: no quota is consumed.
If two exhibitors invite the same person, the quota is deducted for both. The quota of the one whose invitation was not used is then automatically restored.
Exhibitor interface: simplicity and transparency
Guest statuses are clear :
There are 10 statuses for your guests :
Invited: You added your participant to the list. They have received their invitation email. They are awaiting action to update their status.
Registered: Your guest is already registered for the event and has received their badge by email.
Registration confirmed by another source: Your guest is already registered, but they will still receive your invitation.
Imported: Your guest was imported into your list.
Email sent: The invitation email has been sent to them.
Email opened: The invitation email has been opened.
Email clicked: The invitation email has been clicked.
Opt-out: This person requested not to receive emails.
Unreachable: The invitation email did not reach its destination (soft or hard bounce). You should verify the provided email address; it is likely incorrect or no longer valid.
Not completed: Your guest started their registration but did not finish it.
Invitations by promo code
From the web site builder, add the "Your invitations" section and check Show promo code. You will then arrive on a page similar to this one, allowing you to copy your promo codes and export them.
Creating promo codes
Promo codes can be imported or created. The fields below must be filled in when creating them. The exhibitor's UID must be provided; it is what links the promo code to the exhibitor.
Promo code usage statistics
Promo code usage statistics are available in the Reports tab for the event organization, and in the exhibitor dashboard on the website for the exhibitor.
They show, for the promo codes used by an exhibitor, how many participants attended the event.
Notification when a guest checks in to the event :
This feature must be enabled in the Leads tab.
The notification is sent only on the guest's first check-in of the day; it includes the guest's identity + company name; it is sent only to the exhibitor by SMS if a phone number is provided, or by email. A notification is also sent on the app and the website.
Selling additional quotas
You can allow exhibitors to purchase more invitations via a product linked to a quota :
Product “Invitation quota” (global),
Product “Quota by category”.
📝 Once the product is ordered, the quota is added immediately, regardless of payment validation.
Key takeaways
Invitations are easier to configure, more GDPR-compliant, and better integrated.
Exhibitors have an active role: customization, triggering sends, tracking.
Quotas are fair and reflect actual registrations.