Send invitations when you're ready

Nothing goes out until you send it

Guests you add by hand, by CSV or in bulk get their QR in VenueWS, but nothing is sent to them. The list shows Not sent under their status until you send it, and Sent with the date after. The door can still find them by name.

Two kinds of guest get theirs straight away, because they asked for it: guests who register themselves on the event page, and new guests from a linked list (Eventbrite, Google Sheets). To make a linked list wait too, untick Send new guests their invitation right away under it.

Send

• To one guest: ⋯ on the row → Send invitation… (or Send again…).
• To the ones you tick: tick their rows, then Send… in the bar.
• To everyone not sent yet: Send to N not sent, next to the filters. The Not sent yet filter shows who that is.
• While adding: tick Send the invitation to the guest now in Invite guest.

Before anything goes out, VenueWS shows:

• how many go by email, WhatsApp and text;
• who won't get it, and why: private guests, blocked, revoked, already in, or no email or phone that reaches them;
• what the guest will get: the event and time, and whether they sign a waiver first (with a link to add one if there's none).

Sending is refused once the event has ended or is archived.

Afterwards

The day-before reminder and Send a message only reach guests whose invitation was sent. Editing a guest or moving the event never sends anything on its own; use Send again… if a guest needs the new details.

The thank-you after the event

Under Messages, the Thank-you email card sets how it goes out. Click Set up and choose:

• Automatically — some hours after the event ends (1 hour up to 2 days).
• I'll send it — write it now, then press Send now when you're ready.
• No thank-you — nothing is sent.

Then choose Who gets it (The guests who came, or Everyone invited, not those who declined) and write it, or keep the default words in your guests' language. It goes out once, with your sponsors' cards and your promotions under it; for another note later, use Send a message.