> ## Documentation Index
> Fetch the complete documentation index at: https://docs.umoh.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Send invitations

> Email entry links to approved participants from the Invitations tab, read the batch history and recipient statuses, and invite one person again.

An invitation emails a participant a link to enter the event page. Invitations go out in batches from the **Invitations** tab, and each batch keeps a recipient list with the delivery status of every person.

<Note>
  Invitations can be sent from a published event only. Recipients are approved
  participants who haven't entered yet. Participants who register through a
  public link enter on their own and don't need one. After the event ends,
  invitations are closed.
</Note>

<Steps>
  <Step title="Open the send dialog">
    In **Participants**, open the **Invitations** tab and select **Send
    invitations**. Before the first batch, the tab shows **No invitations yet**
    with the same button.
  </Step>

  <Step title="Choose who receives it">
    **Send to** offers two groups. **Not yet invited** (the default) covers
    approved participants who never received an invitation. **Everyone who
    hasn't entered** also resends to participants already invited. Narrow either
    group with **Participant type**, which defaults to **All participant
    types**.
  </Step>

  <Step title="Check the count">
    The dialog counts the recipients and shows the number on the **Send**
    button. Two groups are left out and listed in the dialog: people invited in
    the last 12 hours and people who unsubscribed from emails. If nobody is
    left, the dialog reads **No participants can be invited right now.** and the
    button stays disabled.
  </Step>

  <Step title="Send and follow the batch">
    Select **Send**. The batch appears in **Invitation history** as **Sending**,
    then **Completed**. If some emails couldn't be delivered, the chip shows how
    many failed instead.
  </Step>

  <Step title="Check each recipient">
    Open a batch row to see **Recipients**. Each person carries **Sent**,
    **Entered**, **Pending**, **Declined**, **Unsubscribed**, or **Failed** with
    the failure reason. **Copy email** copies the address, and the name opens
    the person in the roster.
  </Step>
</Steps>

## Invite from the roster

Select rows in the **Roster**, then select **Send invitations** in the action bar. The **Send invitations?** dialog lists **Selected**, **Invited in the last 12 hours**, **Unsubscribed**, and **Will be sent** before you confirm. The same dialog opens after **Add participant** in a published event.

## Invite one person again

Open the detail sheet and select **Invite again** under **More actions**. It appears for participants who are **Invited** or **Declined** while the event is published and hasn't ended. Confirm **Invite this participant again?**; for a declined participant, this also clears the **Declined** status. A single re-invitation has no 12-hour wait, though the dialog notes **Invited in the last 12 hours** when that applies. For a participant who unsubscribed, the dialog reads **This participant has unsubscribed.** and the button is disabled.

## What participants receive

The email links to the invitation page for the event, where the participant accepts, signs in with a code sent to the invited address, and agrees to the terms. The steps are in [Join an event](/participant/join). A participant who declines shows **Declined** in your roster and can still accept later from the same page. Anyone on the roster can also open the event page and sign in with their email to reach the same invitation.

## Check the result

**Invitation history** shows **Sent at**, **Sent by**, **Recipients**, **Sent**, and **Entered** per batch. In the roster, the participant moves from **Not invited** to **Invited**, and to **Entered** once they sign in.

## Troubleshooting

<AccordionGroup>
  <Accordion title="Send invitations is disabled">
    The event isn't published, a previous batch is still sending, or the event
    has ended. Drafts show **Publish the event to send invitations.** with a
    **Go to publishing** link.
  </Accordion>

  <Accordion title="No participants can be invited right now">
    Everyone approved has already entered, or the remaining people were invited
    in the last 12 hours or unsubscribed. Registrations with **Pending
    approval** aren't recipients until you approve them.
  </Accordion>

  <Accordion title="No participants matched this selection, so nothing was sent">
    The recipients changed between the count and the send, for example because
    they entered in the meantime. Open the dialog again to see the current
    count.
  </Accordion>

  <Accordion title="A participant says the email never arrived">
    Open the batch's **Recipients** list. **Failed** shows the delivery error,
    and **Invite again** from the detail sheet sends a new email.
    **Unsubscribed** participants don't receive invitation emails; they can
    still enter by opening the event page and signing in with their email.
  </Accordion>
</AccordionGroup>


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