INVITATIO is the newly invented event managment system with some truly unique options. Working with our system is easy: try yourself and design an advanced project to get people together on the big date.

Here are the important things to keep in mind when working with Invitatio:

  • If you have the Ad Hoc module, you are missing the “CREATE” button and ADD/DELETE options. We can do it for you on request
  • Using Internet Explorer for working with Invitatio Event System might cause system mistakes

Let’s make it step by step and see how it works. Click the Create button in the “Event” menu and start working with the event forms. Swipe the pages below and find out more about INVITATIO administration.

General information

Fill in the name, date and title of the event. Note that fields with * are mandatory to fill. Additionaly you can name the project author and organizators. Describe the event and add keywords if you wish the website to be found easier via Internet search. You can also choose the form language. For now it’s Dutch and English only – depending on your choice, the system automatically translates the labels. You also have the dynamic styling CSS advanced option, this means that you are welcome to use your own CSS to style the event site differently. As an option – our support team is ready to help you with customizing the website, so you’ll create the unique project. As an example we will create the business event: three-day training for professionals on Bali island.

Images and Slideshow

Next step is personalizing your event – pick nice pictures for event LOGO (you can even have two logos), ICON and BACKGROUND. Short note: transparant pictures work better for logos. Keep in mind – selected pictures shouldn’t be above the 2 MB barrier and they are only accepted in JPG and PNG formats.

Slideshow

As an advanced option you can activate “Slider”. Making your own slideshow on the event page is real simple. Download the images to “Media” on your administration page. Copy the image URL, add it to “Slide URL” in the activated Slider and press “Create” button – you will see slides above added. You can create more or delete any of them. “Slide Time” – is your choice of slide time showing. You can fill it in mili-seconds, so your slides will change each other within certain time limit.

Invitations

Is your event public or by invitations only? If by invitations only, then you will have “invited without invitation” submissions. Only invited participants can see the event details like agenda, location, register form, etc.

Event domain

In case you already have a custom domain for your event – great, you can use it! Short note – custom domain requires some support from us. If you don’t plan to use the custom domain – you’ll get the event URL automatically by our system.

Email settings

Set the e-mail address to send the invitations, e-mail address to reply on the invintation e-mail, check the further options just like you use your own e-mail services.

Email configuration (advanced option)

You can set few types of e-mails:

  • Invitation e-mail
  • Reminder e-mail
  • ThankYou e-mail
  • Registered e-mail

When the e-mail templates are ready, save and use them to contact participants. See the managing details on the example of the Invitation Mail below. Important note: if you leave these e-mail-forms empty, the registered person will not get any notification after being registered on the event webpage or the invitation e-mail won’t be sent.

Uitnodigingsmail
  • Kies het e-mail onderwerp;
  • Pure HTML is beschikbaar voor het geval u de “Wat u ziet is wat u krijgt” -editor liever niet gebruikt;
  • Pas het e-mailsjabloon aan met dynamische parameters. Hier kunt u de e-mail maken die naar de deelnemers aan het evenement moet worden verzonden. Korte opmerking: dankzij dynamische parameters hoeft u de gebruikersnaam, de naam van het evenement en de link naar het evenement niet in te vullen. Zet deze parameters in de e-mail tekst zoals weergegeven en ons systeem identificeert deze parameters automatisch. Dit betekent dat iedereen die u uitnodigt voor het evenement, een persoonlijke uitnodiging per e-mail zal ontvangen.
  • Gebruik bijlagen – dit is de optie om een bestand bij de e-mail te voegen. Misschien is het een ZIP- of een PDF-instructie bestand of enige andere informatie die nodig is om uw uitnodiging volledig te maken! Houd rekening met het formaat van de bijlage – PDF, of ZIP voor meerdere bestanden met de limiet van 2 MB. In andere gevallen raden we aan om andere web-diensten te gebruiken om de informatie op te slaan. Geen zorgen, we kunnen ze bieden!

Form

Set the registration start day – the event page will start showing the details from the moment the registration is opened. Set the last day of registration – it won’t be possible to register for the event later than this date. Here we have another advanced option – customized text form. You can activate it and see what it does. For example, if you want to change text in the registration form button from “Register for this event” to… let’s say “I am going!” and instead of “Your registration is successful” you want to see “You are in!”, then this is the option! Just remember – you cannot change the code, you can only change the content. If you break the code, the event website will crash. If you only change the text, you’ll have your best customized option!

You can also set the maximum of the event subscribers and give the explanation messages about the reached maximum or the conditional minimum of subscribers. For example: “The event will take place with the minimum of 5 subscribers” or “We are sorry, the event is full! You can subscribe for the waiting list” and so on.

Fields

Here we have a wide range of options to create the event.

“There are two fields set by default – “Name” and “E-mail”, but you can add as many event related fields as you wish. For example: age, profession, best hobbies or musical preferences – just everything! Short note: when you fill the field, you see its “Name” and “Label”. Use short words in the “NAME” field (it is used for data export) and DO NOT use spaces, symbols and capital letters.  On the event website it will only be shown what you put to the “LABEL” (for example, field label (will appear on the event web-page): “Total number of people coming”, field name: “total-people-coming”).

Note the important feature – “Field validation” (see the picture below). Here you can set the validation rule. For example, using the validation option for the “Name” field we excluded anyone named John from the event registration. Same we can do with any field. With this option you can manage many more conditions of the Registration Form. This option we mostly meant for Date Picker, so the participant won’t be able to pick the wrong date order. See the example below: we added two Date fields – departure and arrival dates. To prevent from mistakes, we set the validation as “date1<=date2”. This means that the date of arrival will be equal or later (but definitely not earlier) than departure. Be sure that you set the validation using the right “Field name” (as you named it yourself ) with no spaces.

There are few field types in our system – see the list on the picture below. Among other choices you can create the checkbox field (in our example we have the international passport checkbox as it’s required for a trip), use the date- and timepicker to let the participant arrange whatever is needed to be arranged within certain dates and times, and many more options for advanced customizing of the registration form. You can also change the order of fields using the bar menu on the right of the field (as shown on pictures below).

Another advanced option

You can pick the default value, leave it empty or set the conditional visibility for the fields – choose the field, operator and the value. Or keep them empty for the “always visible” option. Let’s say you offer the special tour for participants of the event and create the field called “Would you like to join the tour?”. In this case the invited person sees this question on event page and has to answer. Whenever participant says “YES” or “NO” (which are the values you can manage manually), you have already created the separate information fields and set the conditional visibility (like it is shown on the picture). So this is the example of how you can set the question field in this case: if the answer is “No”, the “Too bad, we’d like to have you in the group” message will automatically appear. If the answer is “Yes”, then it’s “Great, hurry up to book the tour” message. In our example we also added the select field where we offer participants to choose accomodation type (single or double occupancy). See? You can arrange a lot with the event management tools!

This is how the frontend registration form will look like:

Location map

Name the location and give it a brief description. Manage the map by searching the event location. The map shows up on the event page as well. Another nice feature – as you set the address, you can press the “Move Event Here” button and you will see the event placemark just on the right place! You can also move the event placemark by grabbing the placemark tail.

Contact

Fill the introduction form (optional, will be shown on the event page above the contact details). For example: “Contact our travel manager for details”. And then you have contacts following. You can add the second contact if needed.

Schedule

Here you can create the full event agenda. Give the general description of the day and create the detailed schedule by adding the timeslots. Name and describe the event activities. Pick the matching icon and go to the next. So your guests get the full idea of what to expect at the event. Note: you cannot change the date after adding it to the schedule, so in case you were mistaken and need to change the date in the event schedule, here is the way: pick the right date from the calendar (first row in the “Schedule” form), then pick the day you’ve already added and want to chamge its date now (second row of the “Schedule” form) and use “Copy day” button. The new day with copied data will appear. Delete the one with the wrong date, that’s it!

Page Layout

Besides from standard custom blocks (register form, schedule, location, etc) there is an option to create more custom blocks especially for your event. Choose if the block will be the free content or video. If this is a video block, title it and save the video link. If this is the free content, you can choose the block template and add the content. On the example below you see that you can easily choose the block background and text color using the color scheme (by activating the advanced option). You can also change the order of blocks, enable and disable them, delete and edit using the menu bar next to each block.

Save

This page is the final check before you save the event. “Thumb up” icons indicate that you have completed all required forms so that you can now save the entire event (or save as a copy – in this case you have a duplicated event in your system). You can now check what you have created by clicking the “Website” button. Do you like what you see? That’s great! If you are not completely satisfied, you can always edit the entire project from any point. The important note: since you cannot save the event before you have completed all required fields, we recommend that you briefly complete all required fields first, save the event and then provide the detailed description. When the event page is saved, you can edit the forms from any point. Another useful note – do not leave the event editor open for long if you are not using the system. It may be better to continue editing after you refresh the page. This can prevent you from losing adjustments in case you are not the only one working on the event page in the system.

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