Events: Event Invitations

When you host an Event at your club or organisation, it is always important to spread the word to your members that it is there so that they can sign up. While you can always just send an email or tell them in person, there are built-in features within myClubhouse to make this simpler.

Manual

Manual Event invitations have to be sent manually. This means that they can be done on an ad-hoc basis as necessary. They can also be sent more than once if sign-up numbers are a bit low and you need to send a reminder.

1. Navigate to Email > Auto-generated Email Editor.

2. Locate the “EVT_INVITE” Auto-generated Email, and click “Enable” if the Email is currently disabled.

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3. If you want to make changes to it, you can click “Edit”. Remember that this email will be shared by ALL Events, so it should be as generic as possible.

4. Navigate to Events > Events Calendar.

5. Locate the Event you want to invite members to.

6. Click on the Event name to go to the Event page.

7. Click Envelope > Invite Members.

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8. This will take you to the Send an Email page with the email title and body pre-populated with the content of the EVT_INVITE Auto-generated Email, with any fields converted for the appropriate Event.

9. Choose who to send the email from and to.

10. Make any last edits to the email title or body.

11. Once happy, click “Send”.

When you create a new Event, once you save it, you will be prompted to invite members to the Event. If you select “Yes - let’s do it”, you can continue from step 7 above.

Automatic

Intro

1. Navigate to Email > Auto-generated Email Editor.

2. Locate the “EVT_AUTO_INVITE” Auto-generated Email, and click “Enable” if the Email is currently disabled.

3. If you want to make changes to it, you can click “Edit”. Remember that this email will be shared by ALL Events, so it should be as generic as possible.

4. Navigate to Admin > Settings > General Club Settings.

5. Click on the “Events“ tab.

6. Scroll down to the “Automatic Event Invitations” section.

7. Click “Add Configuration”.

8. Complete the wizard:

   1. Name: A name for the configuration.

   2. Which Events: Select either all Events or those of a particular Event Type for the configuration. Learn more about Event Types in this guide: https://simmetrics.atlassian.net/wiki/spaces/CLUBSD/pages/2503213135

   3. Recipients: Select who the invitation should be sent to:

      1. Event Invitees: Anyone who is eligible to sign up to the Event will be sent an invitation.

      2. Current Members: All current members will be sent an invitation.

      3. Member List: Select a specific Member List who will be sent an invitation. Learn more about Member Lists in this guide: https://simmetrics.atlassian.net/wiki/spaces/CLUBSD/pages/1452408834

   4. Message Category: Select which Message Category the invitation will be sent under. Selecting a Message Category that is linked to a Messaging Consent allows members to opt in or out of Event invites. Learn more about Message Categories in this guide: https://simmetrics.atlassian.net/wiki/spaces/CLUBSD/pages/2362736655

   5. OK: Once happy with the details, click “OK” to save the configuration.

9. Repeat steps 7 and 8 to add further configurations.

10. New configurations will always be added to the bottom of the list. The ordering is important as the system will only send one invite, which will be to the first configuration that exists in the list. To reorder the configurations, click “Re-order Configurations”.

11. Drag and drop to reorder the configurations.

12. Click “OK” to save the new order.

13. Scroll to the bottom of the page and click “Save Changes”.

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