Why invite participants to book using a form?
Offer added service to your customers by handling the invitation process for them! All you need from your customer is an updated Excel spreadsheet with names and email addresses of invitees. It can also include other information so each participant do not have to register information needed on lists which is already known to your customer.
Customize and send invitations
Control registration access to an event
Track who accepts and declines
Follow up and send reminders to those who do not answer
Provide a full overview of live status to your customer
INVITE PARTICIPANTS STEP BY STEP
Before you start
1. Create your registration form and make sure it is published.
2. If all participants need an invite in order to register, thereby having full control of who can register, activate 'Invitation only' in Form Settings -> General. If only some participant categories need an invite in order to register, define this per category in Participant Categories.
3. Import your participants in the Participants menu with status Potential. Make sure to include their email address.
Define your invitation email
You may save it as a draft for later or send it straight away.
An invitation is strictly personal and should not be forwarded to others. We recommend including this in the invitation text.
Sender name: Appears as the sender name on the email.
Sender address: Make sure this is a valid email as participants might reply to this address.
Subject: Set a subject
Insert invite link: Inserts the mandatory invite link to the registration form. This link is unique per invited participant.
Insert 'no thank you' link: Inserts a link for the receiver to decline the invitation. This link should not be next to the Invite link, as recipients may click on the wrong link. Participants are able to regret their decline on the 'No thank you page' they see when declining.
Attachments: Include files to your invitation email.
Save draft: Save a draft of the invitation to use it again later. Attachments will not be saved. If you want to save more drafts, we recommend creating text templates.
Schedule for later: Select a date and time to send the email.
💡 Tip: Add yourself as a Potential participant and send an invitation to yourself first. This lets you check the email layout, the invite links, and the registration experience before you contact real participants.
Send invitations
In Participants, tick the people you want to invite.
Click Invite to open the email editor.
If you have more than 200 participants:
click Show all participants first
then choose All
then click Invite
Sending large volumes of emails
Sending several thousand emails in one go can cause delays and other issues.
We recommend sending in batches of up to 1,000 participants per send.
A practical approach:
Filter participants by status Potential
Select the first 1,000 participants
Send the invitation
After sending, their status automatically changes to InvitedFilter again on Potential and repeat for the next batch
If you’re unsure what’s best for your scenario, contact Qondor Support.
What participants experience
Participants receive an email invitation and cannot see who else was invited.
The link is personal and should not be forwarded.
When they open the invite link, fields you already have stored in Qondor (such as name, email, phone, and custom fields) can be pre-filled on the first step of the form.
When they complete their booking, their status changes from Invited to Attending.
If they click the “No thank you” link, their status changes immediately to Not attending.
Send invitation reminders
To follow up with people who haven’t responded:
Filter or select participants with status Invited
Click Invite again and send a reminder
Tip: make it obvious it’s a reminder in both the subject and the email body, and include any deadline for registering.
Keep track of status
You can always monitor progress in the Participants menu. These statuses are used for invitations:
Potential – imported but not invited yet
Invited – invitation has been sent
Attending – accepted / booked
Not attending – declined
Rejected – invitation has been withdrawn (the invite link is no longer valid)
To share progress with your customer, create a List of Paticipants that includes the relevant statuses so they can see a live overview of invited, accepted, declined and cancelled participants.
Tips
I imported participants as “Attending” and now can’t invite them
Participants must be Potential to be invited. Bulk delete the imported attendees and re-import them with status Potential.
I need to replace invited participants (for example, because of an allotment)
Set the participants you want to remove to Rejected. Their invite link becomes invalid, and you can invite new participants instead.
Someone declined, but now wants to attend
Change their status back to Potential and send a new invitation.