Prayer Breakfast Invitation Process

Transcription

1 Prayer Breakfast Invitation Process Overview Introduction This document is intended to provide instructions to High Tech Ministries hosts in sending invitations. The following sections provide a general overview of the site assuming an access level of the general host. Member Welcome From the Welcome page select the Send Prayer Breakfast Invitations option by clicking the envelope Select Send Invitations Prayer Breakfast Invitation Process 1

2 H o s t E ve n ts The Events page with the Host Events tab active will be displayed. All the events that you are hosting will be displayed in the top window. For most users this will consist of one event: the upcoming Prayer Breakfast. Events Invitations Tab Your Reservations If more than one event is displayed, click on the event you want to work with. In the lower window, the reservations that you purchased for the event will be Prayer Breakfast Invitation Process 2

3 displayed. If you have been assigned a table, it will appear in the Reservation column. The resource column will display the type of reservation you have made. This will describe the nature of the purchase as either a ½ or full table followed by the number of physical seats associated with the purchased. If you have purchased multiple tables or ½ tables, there will be one record for each purchase. Invitations After reviewing the reservations you have made for the event, you are ready to send out invitations. To do this, click on the Invitations Tab. Prayer Breakfast Invitation Process 3

4 Invitations Tab New Invitations If this is your first time sending invitations for this event, the window will not display any invitations. To send an invitation, click the New Invitations button. This will display a new window where you can select the message template you wish to use for the invitation. Templates are preconfigured messages that contain all the pertinent information about the event, artwork and all the critical information that will be necessary for your guest to reply to the event online. Prayer Breakfast Invitation Process 4

5 Message Templates The message template window will first show you a list of templates you can choose from. If you click on the template name, a preview of the message will appear at the bottom of the page. List of Templates Preview Typically there will be only one template that includes invitation and it will be the first template in the list. You should choose this one for initially inviting guests. The other templates will typically be used to correspond with the guests that you have invited with an initial invitation. Examples of typical templates other than the initial invite are: Reminder that event is a week away; thank you for attending, etc. Prayer Breakfast Invitation Process 5

6 After reviewing the available templates, click Select for the appropriate template. This will bring up a window where you can customize the invitation. Message Edit The first step in constructing the final message is to select the invitation recipient. To do this, click the Open Address Book Button. This will take you to your High Tech Ministries Address Book. Open Address Book Prayer Breakfast Invitation Process 6

7 Address Book For sending invitation there are two parts of the address book that should be focused on: Contacts list and New Contact button Contact List New Contact If you invited a person last year and they are currently not a HTM Member they will likely be in your contact List. If you want to re-invite them, click Select and close the window. Their name should now appear in the To: list for the . The second common way of entering a guest to send the invitation to is to select the New Contact button. Prayer Breakfast Invitation Process 7

8 New Contact To use the New Contact functionality, you must know the address of the person you are inviting. This is required because the invitations will be ed. The first step is to enter the address in the Check field and click Check The Check step determines if the guest you are inviting is already an HTM Member or is already in your address book. If either condition is true, the system will automatically link the current invitation with past communications with that person. For instance, if the person you are sending the invite to is a member, the member will now be able to log into HTM and see all the invitation that have been sent to them. Enter here If the entered is not currently in the system, you will be asked to enter the first and last name of the Guest in addition to the . If you would like your guest s company and title printed out on their Prayer Breakfast nametags, this is the time to enter the information. Prayer Breakfast Invitation Process 8

9 After entering the information for the guest, click Save. Then click Select As To: Address to add the person you have just saved to the invitation To: line Message Edit Customization Once you have picked the individual to send the invitation to, you are now ready to customize the message. The next step is customizing the message. There are two ways you can do this. First, you can select the type of salutation from the Salutation drop down box. The second customization is the Introduction. The Introduction appears after the Salutation and before the preconfigured body of the invitation. This is where you can add personal touches to the invitation such as: This is the event we spoke about. I believe you will find it uplifting and would love to have you present at my table. Prayer Breakfast Invitation Process 9

10 Select Salutation Enter personal message Send When you have completed personalizing the message, click the Send button which will take you to the Message Schedule screen. Prayer Breakfast Invitation Process 10

11 Message Schedule For invitations, the Send Immediate is almost always appropriate. After clicking the Send Immediate, you will get a conformation window that it was queued to be ed within 10 minutes. Invitations can be scheduled to be delivered at a future date and time which is covered under advanced topics. Send Immediate Prayer Breakfast Invitation Process 11

12 Completed Invitation Congratulations! You have now sent an Invitation. The invitation and the individual you have just invited will be accessible in the other Host management tabs. These are detailed below staring with the Invitations tab. Invitation just sent Prayer Breakfast Invitation Process 12

13 It will also appear in the Invitation History tab which is a historical record of every communication you have had with each of the people you invited to the event. Prayer Breakfast Invitation Process 13

14 The person you invited and their response to the invitation will also be available in the Guest Management tab. Invited Guest Your seat at your table Please note that your name also appears in the Guest Management Tab. That is by design. You will be one of the people seated at your table. Prayer Breakfast Invitation Process 14