How can you create an invitation email

Explanation of the invitation function of ConfTool Pro

The "Invitations" function at a glance
ConfTool offers two options for sending invitations: personal and anonymous invitations.

a) Personal invitations: Use the options for "personal invitations" to invite people you already know as members of the program committee, reviewers, authors or participants to your event. You can transfer these persons from a list (saved in CSV format) to the ConfTool database import or enter it manually to then create a personalized serial email With personal invitation link or -Code to send. The recipients can either accept their invitation by selecting the link for acceptance and adding their own data to the registration form, which has already been filled in with their personal data, or rejecting the invitation by selecting a corresponding link.

b)Anonymous invitations: These give a group of participants the opportunity to register with a special participant status (e.g. associated with a discount) by entering a unique registration code. Create invitation codes for anonymous invitations, for example for organizations, which then distribute them to their members or customers themselves.

The advantages of the "invitation function"
With the invitation function of ConfTool Pro you can keep the Overview of the acceptance status Of your sent invitations. You can use this feature personalized invitation emails Send to certain groups of people. In the invitation you can also specify which user role the invited person should receive after registration. The registration form is also pre-filled with the personal data from your invitation database. Ultimately, you can use this feature special groups of participants Define for the registration to which the invited persons should have access. This is useful if, for example, you are B. want to offer price reductions to certain groups of participants.

Table of Contents
A) Personal invitations overview
1. First step: importing invitations
2. Step two: Send serial emails
B) Anonymous invitations overview
1. First step: Create anonymous invitations
2. Step two: distribute invitation codes
General remarks


The chairs of a conference usually have the task of appointing people as Appraiser or Program Committee Members (PK members) to select and invite. Local organizers, on the other hand, often have lists of Authorswho want to invite them to submit a post or data from people they consider Attendees want to invite you to your event.

In these instructions you will learn how you can use the invitation function of ConfTool Pro to invite a group of people to act as an author, reviewer, PK member or participant.

ConfTool Pro offers two different options for inviting people:

A) If you have a list known persons by name with personal e-mail addresses, please continue with the instructions for personal invitations away.

B) If you have a want to invite a larger number of peoplewhose names or email addresses are unknown to you, or if you want to create unique invitation codes, which enable the assignment of special discounts to special participant groups, please read the instructions for anonymous invitations.

A) Personal invitations

In this case, the organizers already have personal data of the people to be invited, e.g. B. Their email addresses, names and salutation. With this information, the registration form can be pre-filled (possibly partially) and a certain user status, such as B. that of a "reviewer" or "PK member", are predetermined.

A personalized serial e-mail, in which you can also insert special links to accept or reject the invitation, can be sent to these people by the system. By accepting the invitation, the person has the opportunity to complete the registration form. Then it can - depending on its user status - z. B. Submit a contribution, select your subject areas as a reviewer or register as a participant.

The "invitation function" is helpful if you already have a list of people, but they do still have to decidewhether you want to accept the invitation to participate in your event or not. When you have already completed your planning for a specific user group and your members have already indicated their consent to participate in your event, it is advisable to contact the members of this group by means of the "Import function"directly as a user of the system to import [the following link provides more detailed information: Importing users (ConfTool Pro).

You can of course also create personal invitations individually by hand. To do this, please go to the following page:
Overview => User and participant management => Create a new invitation
(Overview => User and Participant Management => Create an Invitation)

First step: importing invitations

First, please make sure that the data to be imported is in the requiredCSV format (Separated by separators) are saved. You can find sample files for this later in this manual and on the page for importing users. CSV files can be created with any spreadsheet program such as "Microsoft Excel" or "Open Office Calc". Usually this option is in the menu "File" => "Save as" and then in the selection under "File type"offered.

To import the persons into ConfTool Pro, please go to this page:

Overview => Data import and export => Data import
(Overview => Data Import and Export => Import Data)

  1. Choose theImport file, character encoding and other details pertaining to your CSV file. If you do not know these parameters, open the file with a text editor (e.g. Notepad ++) to find out about these properties or try using the option "Data preview"simply select the different options within ConfTool.Choosenot the option "Import user", but the option "Import invitations" (Illustration 1). As soon as you have activated the expert settings, you can also determine whether the existing data in your database should be updated ("Import invitation: Check existing entries and update the data") or completely ("Import invitations: Check all lines, no checking." existing / duplicate entries ").
    In most cases it is advisable to select the "update mode" in order to avoid double entries.
  2. As a second step, you will get onepreview of the import and can here theAssignment thecolumns the import file for the corresponding fields in the ConfTool database. The three fields "Name", "First Name" and "E-Mail" are mandatory. We recommend importing the country, address, post code and city as well, so that these data do not have to be entered manually afterwards. Every invited person can of course change or correct their personal data during registration.
  3. Now check the assignments of the fields and select theRecords (People / Lines) you want to import. You can now use theInvitation status set the people, z. B. whether they should submit a contribution or are intended as a reviewer, PK member or participant.
    For invitations to participate, you can also send a "Reason for invitation". This offers the possibility of assigning the invited persons to different groups such as sponsor A and sponsor B. This assignment helps later when sending series emails to different groups of invited persons or as a filter criterion for registered participants ( Figure 2).
    The option "Status of the participant"offers the possibility to link the invitation with a pre-defined participant status / participant group. This is particularly useful if you want to give a certain participant group a discount.Before To be able to use this option, however, you must first create the corresponding participant group:
    Overview => Settings => Participant groups
    (Overview => Settings => Manage Participant Groups)
    The option "Unique code?" to "Yes, a unique code from the invitation list is required"so that access is restricted to the invited people (Figure 3).
  4. Now start the import. During this process, the system creates unique invitation codes that identify the people invited. You can then view the import results in an overview.

Note: You can anytimeedit individual invitationsby clicking on
Overview => User and participant management => List of invitations
(Overview => User and Participant Management => List of Invitations)
go orindividual invitations to the list of invitationsAddwhen you call this function:
Overview => User and participant management => Create a new invitation
(Overview => User and Participant Management => Create an Invitation)

Second step: Write and send the series emails

General instructions for creating and sending series emails via ConfTool Pro can be found here: Sending series emails with ConfTool.

To call up the serial e-mail function, please go to the following page:
Overview => Send serial emails => Send emails to a group of people from the "List of invitations"
(Overview => Bulk E-mails => Send E-mails to a Group of People in the "List of Invitations")

In the "Recipient selection" section, you can choose from various options to precisely limit the group of e-mail recipients. The "Reason for invitation / grouping" option only relates to people who are to be invited as participants.

Now formulate your invitation text in "Message content" and insert the code in curly brackets. In order to receive immediate confirmation as to whether the invited person accepts the invitation or not, we recommend - whenever possible - to use the codes listed below in the emails:

{registration_accept_link} = adds a link to the registration page for Attendees a.

{registration_reject_link} = adds a link for Attendees who want to decline their invitation.

{reviewer_accept_link} = adds a link to the registration page for Reviewers and PK members a.

{reviewer_reject_link} = adds a link for Reviewers and PK memberswho want to decline the invitation.

It is advisable for the reviewer / PK members as well as the participants separate email invitations because the responses (acceptance or rejection of the invitation) of these two groups by means of the above Codes are recorded separately in the system.

On the following page you can check the recipient list of your serial e-mail again and check the preview of the text. Please click on the preview icon in the right column to see roughly how your email will look in the recipient's email program. We recommend opening a few previews of e-mails at random for test purposes to ensure that the codes / placeholders used have been meaningfully replaced.

Once you have completed your review, click "Send the emails now" to start the sending process. You can then see in the "E-Mail Status" column whether your e-mails have been sent successfully. Please do not interrupt the shipping process.

B) Anonymous invitations

Anonymous invitations are required if you, as an organizer, want to distribute a number of registration codes to specific organizations or companies. The main purpose of anonymous invitations is to invite participants, whereby all invitations can be assigned a special participant status, which allows the invited persons to register as participants at a discount or free of charge.

In contrast to personal invitations, in this case no data needs to be entered for the user accounts of the people to be invited. As an organizer, you can create a certain number of invitations with the associated invitation codes in a single step. All anonymous invitation codes / links can either be sent by serial e-mail to a main contact in an organization / company (e.g. for forwarding at a later date) or - as we recommend - as an Excel file using ConfTool ProExport function can be exported. The main contact (distributor) in the partner organization then takes on the further distribution to individuals within the facility or, if necessary, to other organizations.

Add the invitation code and the special invitation links to the invitation email so that the invited person has the option to either decline or accept the invitation. If accepted, the invited persons fill out the registration form and then proceed with the next steps for participant registration.

First step: create a series of (anonymous) invitations

Please go to the following page:
Overview => User and participant management => Create several invitations
(Overview => User and Participant Management => Create Several Invitations)

Choose thedesired number of invitations and then fill in the general fields for all registrations under "Personal data" (such as the country and organization of the recipient). You can also provide the e-mail address of the contact person who will take over the further distribution within the organization addressed. If you do not have such an e-mail address, please enter your own conference e-mail address or a dummy address.

In the "Type of invitation" section, section "Invitation to participate as a reviewer or member of the program committee or to submit a contribution", there is the option of creating anonymous invitations to PK members or reviewers. However, it is rather unusual to send invitations to these groups of people with anonymous invitation codes or links.

In the submenu "Invitation to attend the event"you can specify whether the person should be invited to participate in the event. The field"Pattern for generating the code"allows you to define the structure of the registration code. You can leave this field empty, then the ConfTool system will automatically generate unique and random alphanumeric codes with 8 symbols (Figure 4).

However, you can also enter a character string to create invitation codes according to a specific pattern (e.g. to make it easier to differentiate between different categories of codes): Letters and digits are then used in the code to be generated in the same way as the sample code you defined assigned, each question mark (?) is replaced by a random alphanumeric character, each hash character (#) is replaced by a consecutive number (e.g. use two hash characters for a two-digit number). Please useno special characters, these can lead to problems or misunderstandings. If a code is already in the invitation list, random characters are added to distinguish it (Figure 5).


template Generated codes
conf - ??? - ####conf-DFS-0001
S ### XS001X

Once a code has been used, the invitation is marked as accepted and this code is blocked for further invitations.

The "Reason for invitation / grouping" field is only relevant for invited persons who are invited to participate in the registration process. A brief reason for the invitation can be entered in this field, which will be helpful later when sending serial e-mails to different target groups or when filtering the list of participants according to participant groups.

With the option "* Status of the participant"You can link the invitation to a previously defined participant status / participant group. This simplifies the granting of discounts to this participant group (e.g. sponsor discount). Before you use this option, you must first define the corresponding participant groups and prices:

Overview => Settings => Participant groups
(Overview => Settings => Manage Participant Groups)

Set the option "Unique code?" on "Yes, a unique code from the invitation list is required".

Second step: distribution of the invitation codes

Now the created codes or invitation links have to be sent to the organizations or persons who are to distribute them to their partners or members.

This can be done with the help of the serial e-mail function of ConfTool Pro. However, this type of dispatch is only practicable if you want to distribute a smaller number of invitations to be sent and provided with individual links and codes. These emails can then be forwarded individually to the final recipient by the contact person in the respective company. You can find more information about sending invitations using serial e-mails earlier in this guide: "Second step: Writing and sending serial e-mails".

However, we usually recommend Export anonymous invitation codes to a file in Excel or CSV format and then send them all at once to the selected organization or contact person for redistribution.

Please go to the page:

Overview => Data import and export => Data export
(Overview => Data Import and Export => Export Data)

and select "Export invitations" to generate a list of all invitations in the ConfTool Pro database.

General remarks

  • Only for organizers who do thatTrack chair module Use: Invitations to participate in an event as a reviewer or PK member for a single track are supported by the ConfTool Pro system, but track chairs (chairpersons) do not have access to the system's invitation functions. These can only be used by conference chairs and admins. As an alternative, the import function can be used by users to give track chairs extended options for selecting reviewers for their tracks.
  • A person invited as an author can follow the invitation links and use the pre-filled registration form to create a new user account. However, the status "Author" is only assigned to this user after an article has been submitted.
  • Invitations can be found on the following pagecreateddeleted and orcopied become:
    Overview => User and participant management => List of invitations
    (Overview => User and Participant Management => List of Invitations)
  • You can anytimecreate individual invitations. To do this, go to:
    Overview => User and participant management => Create a new invitation
    (Overview => User and Participant Management => Create an Invitation)
  • In addition, there is the possibilitymultiple invitations (e.g. test invitations) in a single stepto delete. To do this, go to this page:
    Overview => User and participant management => Delete multiple invitations
    (Overview => User and Participant Management => Delete Several Invitations)