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Invite Participants

Inviting participants in Eventene means giving them access to your program through activities. Participants are not invited individually — they gain access based on the groups assigned to activities.

How Invitations Work

Eventene uses a structured approach to invitations:

  • People are added to Groups
  • Groups are assigned to Activities
  • Participants gain access to the program through those activities

If a participant’s group is not assigned to any activity, they will not see the program.

Step 1: Make Sure Participants Are in a Group

Before inviting participants, confirm that:

  • Your group contains the correct people
  • Any subgroups are set up correctly

Step 2: Assign Groups to Activities

Participants gain access when their group is assigned to at least one activity.

  1. Open your program
  2. Go to the Activities tab
  3. Select an activity
  4. Assign a group or subgroup

Once assigned, those participants can access and respond to that activity.

Step 3: Choose How Participants Access the Program

There are two primary ways participants can access your program:

  • Invite Only – only people already on your event may register
  • Open – anyone with the link can register

Invite-only is best for controlled or internal programs. Open access is useful for public registration.

Being invited is a matter of membership, not of having received an email: someone can register when their email address is on the event's main People group. On an Invite Only event, an address that isn't there gets a message that no invitation could be found — no one is created, and your roster stays exactly as you built it. See Configure Registration for Invite-Only Events.

Decide, too, whether attendees should register from your Event Website or from a standalone registration form — see Choose How Attendees Register.

Step 4: Notify Participants (Optional)

Once participants have access, you can notify them by sending an email.

  • Send an invitation email with a direct registration link to the program
  • Or share your Event Website link — every Event has a permanent public-facing URL you can share via your organization's website, social media, or any communication channel. Attendees register right on that page with the Register button. See What is an Event Website? for visibility options (Private, Private with public website, or Public), and Add Registration to Your Event Website for what attendees experience.

Sending an email is optional. Participants can access the program anytime if they have the link and are part of an assigned group.

Common Scenarios

  • Internal program – assign staff group to activities and send an invite email
  • Private event – invite only a specific guest list
  • Public registration – share a link and allow new participants to join

Troubleshooting

  • If participants cannot see the program, check that their group is assigned to an activity
  • If participants cannot respond, check activity settings and attendance configuration
  • If using a public link, confirm the program is published — until it is, the Event Website's Register button is disabled
  • If an invited person is told no invitation could be found, they are using an address that isn't on the event; add the address they actually use
  • If someone is told registration isn't available for them, they are on the event but in no group any activity targets — see Pre-Registration Questions and Registration Routing

What to Do Next