Edit the invitation emails

Change the wording of the invitation itself and of the confirmation that follows an acceptance.

Who can do thisowneradmin

Two emails are involved: the invitation, and the invited confirmation sent once someone accepts.

Steps

Open Invitations and click Edit templates.
Choose which template to edit.
Set the Subject and the Body (HTML).
Invitation email templates panel with subject and HTML body fields
Save.

Writing an invitation that gets accepted

These go to people whose attention you are asking for. Length is the enemy.

Subject. Name the event and make it obviously personal. "You're invited: Nova Summit, 14 May" beats "Invitation".

First line. Say who is inviting them and to what. Not a paragraph of context first.

The essentials, together. What, when, where. Someone should be able to answer "should I go?" in about ten seconds.

One clear action. The accept link. Do not compete with it — a newsletter signup next to the accept button costs you acceptances.

Say what happens on accept. "Accepting confirms your place and sends your ticket" or "you'll be asked a few quick questions". Removing the uncertainty raises the accept rate.

The confirmation email

Sent after someone accepts. It is the one carrying their QR ticket if you use Confirm immediately.

Keep it short and practical: they are confirmed, here is the code, here is where and when. This is the email people search their inbox for on the morning of the event, so put the date and venue in the subject line.

Test before sending

Add your own address as an invitee, send only to that row, and read the result on a phone. Check the accept link works and that the accept behaviour is what you expect.

Then delete the test entry.

Sent email cannot be recalled. These go to your most important guests, so the two minutes spent testing is the cheapest insurance available.

What happens next

Templates apply to invitations sent from now on. Anything already sent keeps the wording it went out with.

Common problems

Your changes are not in the email you received. You were looking at an invitation sent before the edit. Resend to a test row.

The layout is broken on a phone. Keep the HTML simple — a single column, no fixed pixel widths, no multi-column tables. Email clients are far less capable than browsers.

Images do not show. Most clients block remote images by default. Never put essential information — the date, the venue, the accept link — inside an image.

The QR code is missing. It only appears in the confirmation email, and only when your accept behaviour is Confirm immediately. See Choose what happens when someone accepts.