Who can Send Event Invites?

• Event Organizer: can invite to any assigned Event.
• Group Leader (Coach, Director (Complete Only): can invite to any Event in the assigned Groups.
• Full Event Admin: can invite to any Event in the assigned Campus.

Inviting People to Events

1. Select the Event from a Calendar, or from a Group.
2. Once you are on an Event's detail page, select the Guest List tab.
3. Click the Invite People button.

Tip: This button will only be accessible if the Event date is 'today' or in the future; otherwise, it will read Add People instead, and will allow you to add people directly but not invite them.

You will have options to invite the leaders or entire membership of any Group you have access to, people by name, or people by search.

Inviting People by Group

If you choose People by Group, you'll have the option to invite or directly add leadership or all members of any Group you have access to. You can also invite as many Groups as you want, just type in the names of the Groups. Below that, you can write a custom message to go in the email invitation.

Inviting People by Name

If you have specific people you want to invite, choose People by name. Start typing a name until you see the person in the list, and then select their name. You can continue searching for and adding people to the list until you have all the people you need to invite included. Add a custom message to the invitation if needed and click Send Now.

Warning: Administrative Groups only permits Group Leaders to be invited to Events.

Inviting People by Search

The final way to find people to invite is by using search criteria. After clicking People by search, make sure the option is 'Invite' and then click Choose Search Criteria. Select the criteria you wish to use. Keep in mind, this option searches the entire database rather than just the Group itself. After the search results are returned, you may select a specific set of people from the list by clicking the boxes next to the names or select Add all # people.

Inviting Individuals to a recurring Event

• If the Event you are inviting people to is a recurring Event, these invitations will invite recipients to every occurrence of the Event.
• When the individual RSVP's to an Event in the occurrence it will rsvp that person's response for every Event in that occurrence.

Inviting People to Only One Event in a Series

If you would like to invite people to only one of the occurrences, you will need to convert that occurrence to a single Event.

1. Go to the Event detail page for the occurrence date you wish to change.
2. Click Convert to a single Event under the Event Actions menu.

3. Click Confirm in the pop-up.

Now when you go to send invitations from this Event, the invitations will be for this one date only.

Note: Invitees are not automatically copied into the single occurrence. If you have already invited people to the repeating Event, you will need to resend invitations.

Changing Invitation Settings

There are a few invitation settings that can be adjusted for an Event. To get to these settings, go to the Guest List tab and select Invitation Settings on the right.

You can:

• Determine whether to allow guests to see who else is coming.
• Allow guests to RSVP for more than just themselves.
• Limit on the number of people who can attend.
• Be notified via email when someone RSVPs for the Event.

Managing the Guest List

As an Event Organizer, you will have the responsibility of keeping track of who has registered for the Events, you host. The Guests area of the Event is one place where you can manage your guest list. In addition, if there is a form within your site being used for registration purposes, you may also need to know how to match a form submission to a Profile. Here, we will focus on the tools within the Event itself.

Privilege Restriction: Access to reports is restricted to Group Leaders and Event admins.

You can view and edit guest information under the Guest List tab on the Event Detail page. The information in this area allows you to quickly look through the different responses: Yes, Maybe, No, Not Responded, and Requesting. 25 names will be shown to begin, but more names will be made visible as you scroll through the list.

Tip: If the guest list is not visible to the attendees, non-leaders will see 'Guest list hidden' on this tab. Leaders will still see the people and be able to interact with them.

• From here, you can run reports or make adjustments to the guest list, including approving those requesting to attend the Event if applicable. Select the appropriate status (i.e., Yes, Maybe, No, Not responded, or Requesting) to view the names of the people connected. You will see the number of people connected to that status in parentheses.
• Check the appropriate people and use the If checked, set Event status to... pulldown. Then click OK to change the status. You can also change the guest count by each person's name by using the drop-down.
• You may also access PDF or Excel reports that include whichever status type you like, including all statuses, along with the contact information for those individuals. Click the report icon at the top to see a list of reports you can run.

Resending Invitations

Once you have sent invitations to an Event, the people invited will be able to access the invitation page as long as they have access to the email that was sent. In addition, if they have a login to your Church Community Builder site, they will be able to either respond to or change their response to an Event. They can change their response to:

• The Event they have been invited to, or
• If the Event is hosted by a Group to which they belong.

Should you wish to resend an invitation by email, you will need to go back to 'Invite People' and choose People by Search.

1. Choose 'Invite' rather than 'Add Directly'.
2. Then for your search criteria, go to the 'This Event tab and choose the status of 'Open Invitation'
3. You will then be presented with a screen where you can choose from the people who have not yet responded to your Event invitation. Here, you will send them another invite.

You can also re-send invitations to people who have already responded, responded a specific way, or everyone you originally invited. Just adjust your Planned Status choice under 'This Event'.