Overview
To master the art of event invitations and ensure every detail reflects your brand, we empower you with complete control over your first interaction with attendees. From crafting the message structure and choosing the communication channel to designing the content, styling, and registration form - every element is in your hands.
All of this is seamlessly managed through a user-friendly, intuitive dashboard.
Here are the Quick Steps to get started:
Configure Email Structure Templates:
Access the Email Templates page, choose the desired email structure, and make any necessary edits or adjustments.
Customize the Invitation Email:
Use the Updates and Reminders feature to configure the invitation email or SMS, tailoring its content and structure to match your event’s tone and style.
Set Up the Registration Form:
Create and configure the registration form that attendees will use to provide their details.
Add Attendees to the System:
Navigate to the Attendees tab and input the required information for each attendee.
Send the Invitation:
Once the attendees are added, send the customized invitation email or SMS directly from the system.
Attendees Complete the Registration Form:
Upon receiving the invitation, attendees can click the provided link to access the User Dashboard and complete the registration form.
Admin Reviews and Confirms Data:
The admin will review the submitted registration forms and confirm the attendees’ information.
Detailed Steps for Managing Invitations and Registration:
1. Configure Email Structure Templates:
Log in to the Blink dashboard.
Navigate to the event you want to invite attendees to.
From the left sidebar of your application, click on Event Config.
Under the Event Config tab, go to Email Templates.
Email Templates Page
Upon landing on the Email Templates page, you will see two communication options:
Emails: Send direct messages to attendees with saved email addresses.
SMS: Send messages to attendees with saved mobile numbers.
In the following steps, we will focus on the Email Invitations:
Emails
Click on Emails to access ready-made email messages tailored to common scenarios for communicating with your attendees.
To review or edit the structure of an email, click the Edit button in the upper-right corner of the page.
Editing Email Templates
From the Email Structure page, you can view the primary templates used in the pre-made emails.
Each template will display:
Number of Emails: This shows how many emails are included in this template.
Preview: View how the email will appear when sent.
To make changes, click Edit on any template. This will redirect you to the Email Structure Template editor.
Template Editor Features
The editor is divided into two sections:
Left Side: Where you edit the template.
Right Side: Live preview of your changes.
Image Background:
Click the pencil icon in the corner to change the background.
Upload or drag and drop a photo from your device. The new background will instantly display on the preview.
Email Salutation:
Use the rich text editor to customize a salutation.
Alternatively, select from ready-made options by clicking the + icon.
Credential Copy:
Add credentials using the + icon to select pre-made content, type new text with the rich text editor, or combine both.
Support Inquiry Section:
Edit the support section using the rich text editor.
Footer:
Add or remove social media links.
Include the user dashboard link or additional text using the rich text editor.
After reviewing your edited email structure, click on save in the upper right corner of the page.
2. Customize the Invitation Email:
From the Updates & Reminders page, select whether you want to send an Email or SMS by clicking on the appropriate option.
Choose the specific email or SMS you want to review or edit.
Editing Updates & Reminders
The editor is organized as follows:
Left Side: Configuration and editing options.
Right Side: Preview of your updates.
Configuration Section:
Toggle the button to enable or disable sending this email.
From the Email Structure, select the template you created earlier.
Email Title and Subject:
Enter the email title for internal reference.
Add the email subject, which will appear to the attendee.
Email Body:
Use the rich text editor to craft the body of the email.
Button Configuration:
Change the button text (e.g., "Go to Dashboard").
Send a test email to review its appearance.
Once finished, click Save in the top-right corner.
You will be redirected to the Reminders Page, and a success message will confirm your changes.
3. Set Up the Registration Form:
To create a registration form, follow these steps:
Log in to the Blink Management Dashboard.
Navigate to the event where you want to create registration forms.
From the left-hand sidebar, select Event Config.
Under Event Config, click on Registration Form.
Registration Forms Page
On the Registration Forms page, you will see two options:
Attendee: A pre-defined registration form tailored for attendees.
New Form: Create a customized form from scratch.
Attendee
Clicking on Attendee or the edit icon on the right will open the pre-defined registration form. Here’s an overview of its sections:
Attendee Type: This is a text field to identify the target group for the registration form. By default, it is named “Attendee,” but you can rename it.
Required Fields: These fields are mandatory and cannot be turned off.
Documents: Use this section to request mandatory documents like a personal photo or passport copy. Toggle fields on or off using the button on the right.
Contact Information: If applicable, collect contact details for the attendee and their assistant.
Personal Information: Define mandatory personal details to be provided during registration.
Identification Information: Indicate the type of ID information required for registration.
Saving or Discarding Changes
Once you’ve finished editing the form:
Click Save at the top-right corner to apply your changes. A success message will confirm the update, and you will be redirected to the Registration Forms page.
To discard changes, click Cancel.
To delete the form, expand the burger menu and select Delete.
New Form
To create a custom form, follow these steps:
Click the New Form button.
You will be redirected to the Registration Form page.
Provide a unique name for the new form.
Customize the toggled fields to suit your requirements.
Click Save to finalize the form.
Once saved, you will return to the Registration Forms page, where a success message will appear, and the new form will be listed alongside the default one.
By following this guide, you can efficiently create and manage registration forms, ensuring a seamless experience for your attendees.
4. Add Attendees to the System:
Navigate to the Event Dashboard
On the left sidebar of your application, click on Event Dashboard to ensure you're in the correct section.
Expand the Registration Menu
Locate the Registration section in the sidebar.
Click the arrow next to "Registration" to expand the menu, where you can locate the "Attendees" tab
Open Attendees Tab
Explore from the expanded "registration" menu to access the Attendees tab.
You will be in the Attendee tab, where you can click to expand and start adding new attendees' details.
Adding New Attendees
Option 1: Create a New Attendee
Open the Add Attendee Form
On the Attendees page, click the + Add Attendee button in the top-right corner.
Fill in the Required Details
Personal Information:
Photo (Optional): Upload a profile picture.
Prefix (Optional): Select from the dropdown (e.g., Mr., Mrs.).
First Name (Mandatory): Enter the attendee's first name.
Last Name (Mandatory): Enter the attendee's last name.
Contact No. (Optional): Add a phone number.
Email (Mandatory): Enter the attendee's email address.
Credentials:
Username (Mandatory): Create a unique username.
Password (Mandatory): Assign a password.
Generate QR Code (Optional): Create a QR code for easy access.
Advanced Details:
Attendee Groups (Optional): Assign the attendee to specific groups.
Other Events (Optional): Link the attendee to other events if applicable.
Show Attending Attendees in App: Toggle ON/OFF to display attendee information in the event app.
Job Title (Optional): Enter their job title.
Organization (Optional): Specify their organization.
Bio (Optional): Add a detailed attendee biography using the rich text editor.
Additional Details
Point of Contact (Optional):
Select or add a specific point of contact.
Documents (Optional):
Upload relevant documents by clicking Upload New Documents.
Save the Attendee
Once all details are completed, click Create in the top-right corner to save the attendee.
Option 2: Import Attendees in Bulk
Prepare Your Attendee List
Use the system’s template format to compile attendee data (e.g., CSV file).
Upload the File
On the Attendees page, select the Import option.
Upload the prepared file.
Verify and Save
Review the imported data for accuracy, then click Save to add attendees in bulk.
Linking Attendees from Different Events
The attendees' contact details list should be pre-configured for the chosen event to link attendees from one event to another.
Once you select the event, a list of all attendees will be shown, and you will have the option to select and export all contacts, select specific attendees, or search for specific attendees.
Save the selection
Once the link is finished and contacts exported to your current event, click Save at the top-right corner of the screen.
If you need to exit without saving, click Cancel.
5. Send the Invitation:
Once an attendee is added, they will receive a notification via email or SMS.
If the attendee completes their registration via the provided link, they will be automatically added to your event.
Alternatively, you can manually send them a direct invitation email.
To send the invitation email:
Navigate to the Attendees page.
Click on the flight icon next to the attendee's name.
Invitation Status.
If no invitation has been sent, create a new one by clicking the flight icon next to the attendee's name.
Then configure the invitation:
Invitation Type: Choose whether the attendee accepts the invitation for:
A fixed date
Flexible dates
Available date options they can select from
Registration Type: Select the appropriate registration form created earlier.
Number of Companions: Indicate how many companions can join the attendee.
Flight & Accommodation Options: Include predefined travel and lodging preferences if applicable.
Once all details are configured, click Create in the top right corner.
The invitation will be sent, and a success message will confirm the process.
Sending Bulk Invitations
Select the attendees you wish to invite. The bulk action options will appear.
Use the “Show Selected” button to filter the list and display only your chosen attendees. Click the Bulk Actions button on the right to open the action menu.
From the Target dropdown, select “Invitations”. Then, choose “Send Invitations” from the Action Type menu. Then select the delivery method: email, SMS, or both.
If any attendees have already been invited, a notification will appear. Choose whether to send them another invitation or exclude them, then click Next.
In the next step, customize the invitation by defining the type, date, number of companions, and other details, fill in the necessary information and click Save & Continue.
A success message will confirm the actions you took, and you can review the invitation summary.
Click Send to dispatch the invitations. A success message will appear, and the status of the attendees will be updated.
Adding Contacts as Invitees
In many cases, you might only have basic contact details, such as an email address or phone number, and still want to invite people to your event. With this streamlined process, you can easily add contacts as invitees and ensure they receive the registration link without needing full details upfront. Here's how to do it step by step while maintaining a seamless system experience.
Steps to Import Invitees
Log in to the Blink dashboard.
Navigate to the event you want to invite attendees to.
From the left sidebar of your application, go to Registration.
Under the Registration tab, click on Invitees.
Click on the Import Invitees button at the upper-right corner. A pop-up will appear.
Upload a file directly or download an Excel template to map your content easily.
The template contains three fields: country code, contact number, and email address.
Fill in the template and upload it. The data will be displayed on the page.
Review each cell to ensure the information is correct, then map each field in the template to the system's dashboard fields.
You can choose to map specific fields or skip them.
Then after reviewing all the imported data, click on save & import
A success message will appear, and the contacts will be listed as invitees.
Taking bulk actions
Select one or more invitees to take action using the system.
Use the Show Selected toggle button to filter the list and view only selected invitees. Click on the Bulk Actions button to open the action menu on the right side.
Choose an action from the menu, such as the registration link.
Then from the next menu select "Sending the registration link"
Select the communication channel (email or SMS) for sending the link.
Then click on "Send"
A success message will show, and the invitees will receive the registration link.
Once invitees complete their registration, they will automatically appear as attendees.
Tracking and Managing Invitation Responses
Once invitations are sent, you can track attendee responses directly from the dashboard.
Navigate to the Attendees page and click on All Attendees.
You'll be redirected to a list of all attendees. From the Invitation Status tab on the right, you can quickly see who has accepted and who has not.
For pending invitations, you can take action by resending or resetting the invitation using the same communication channel or a different one.
Resending or Resetting an Invitation
Click on the invitation or the arrow next to it.
From the Attendee page, click on the Flight icon.
In the upper section, click View Details.
On the details page, choose how to resend the invitation:
Send Invitation by Email
Send Invitation by SMS
Once sent, a success message will show, and the invitation counter will update accordingly.
Resetting an Invitation
Click Reset Invitation to deactivate the previously sent link.
A success message will confirm that the Invitation has been reset.
The invitation counter will reset to zero.
Editing and Resending Invitations
In the lower section, you can modify any invitation details and resend it as needed.
6. Attendee Completes the Registration Form
Once the attendees are invited, they will receive an email containing the invitation link.
In the lower section of the email body, the attendee will find the username and password created by the admin.
By clicking on the button provided in the email, the user will be redirected to the User Dashboard.
Logging In and Completing the Registration
Login:
On the landing page, the user should log in using the credentials provided in the email.
Profile Completion:
After logging in, the user will be prompted to complete their profile by filling out the registration form configured earlier by the admin.
Click Apply to access the form.
Filling Out the Registration Form:
Complete the mandatory fields requested by the admin.
Each section will remain locked until the previous section is completed successfully.
Step-by-Step Form Completion:
Identification Information: Enter all required identification details.
Personal Information: Fill in relevant personal details.
Contact Information: Provide accurate contact details.
Once all sections are completed, click Save to review the entered information.
Review and Submit:
The entered information will be displayed for revision.
If any changes are needed, click Edit to update the information.
To proceed, agree to Blink’s privacy policy and click Submit.
Additional Preferences and Submission
Dietary Preferences and Allergies:
After submission, the user will have the option to provide additional preferences.
Click Enter Preferences to begin:
Dietary Preferences: Select one or more dietary options and click Next.
Food Allergies: Indicate any specific food allergies or skip this step.
General Allergies: Add any general allergies if applicable.
Special Requests:
Enter any special requests or additional notes.
Submission Confirmation:
Once all preferences are entered, the user’s application will be sent to the admin for review.
The application status will appear as Processing to the user.
7. Admin Reviews and Confirms Data:
When a user submits their application, the admin will get notified to review, comment, and then submit the application through the following steps.
Notification & Access:
The admin will receive a notification in the system. Click Review to navigate to the Applications page, where all submitted applications are listed.
Start Reviewing:
Begin the review by clicking Start Review or the Start Here button. You can also view the user's profile by clicking View Profile.
Review Sections:
The first section displays the user's photo. Quickly review it or click View Photo to enlarge it in a pop-up.
Add comments if necessary by clicking Add Comment and selecting an issue from the menu.
Approve the section by clicking the checkmark to move to the next.
The next sections will be dimmed till this one is reviewed.
Review Details:
Progress through each section, adding comments where needed by clicking the comment icon next to specific information.
Once clicked, you can select your concern from the menu
Submit Review:
After completing all sections, click Submit at the top right corner.
Review the summary of your comments, then click Save.
Notify Attendee:
Once submitted, the attendee will receive a notification about the review status.
Completing the Invitation Journey
Once the admin confirms the attendees' data, the invitation process is complete. Attendees are now fully registered and ready to participate in the event. By following this structured cycle, you ensure seamless communication, accurate attendee information, and an enhanced experience for everyone involved in your event.