Bulk distribution – Distributing mailings in bulk to guests or guest categories

Bulk distribution – Distributing mailings in bulk to guests or guest categories



You can send mailings in bulk to all guests, a sub-section of guests or individual guests listed on the guest list.

Open > Mailings in the menu on the left and select > Send from the quick menu of the mailing you want to send, or click the “Save & Send” button on the mailing’s editor page. This will take you to the mailing’s Send Page.

On this page, you can select if you want your mailing to be:

  1. Sent to all guests or guest categories

  2. Sent individually

  3. Sent to a tester as a test ( click here for more information )

Changing the mailing’s status

  1. Every new event and mailing is initially automatically assigned the status “Set up”. Mailings with this status can only be sent to testers and hence cannot be accidentally sent out in bulk.
  2. This is why the Send Page will generally only show the mailing test settings when it is opened for the first time. In order to be able to send your mailing to live guests, you will first have to change the mailing and/or event status to “Active”.
  3. You can do so directly on the Send Page by clicking on the “Activate mailing” button or, where relevant, the “Activate event” button.

Sending mailings to guest categories (bulk distribution)

Step 1: Select the category/categories to which you want to send the mailing. 
  1. The “Send mailing now (... contacts*)” button will now be active and you will be shown the number of recipients based on the categories you selected. If a guest is part of more than one category, they will be counted as “1 contact”.
  2. The “Select categories” box will also show the number of main guests in each category next to the category name. Clicking on this number will open a list showing all of the guests in that category.
  3. The “Select categories” box will show all of the default and custom target groups as well as custom tags that are associated with at least one main guest.


Step 2 (optional): Limit the number of recipients based on the following criteria: 
  1. Registration status: Mailing will only be sent to the main guests of the selected category/categories with the status registered/deregistered/N/A. If, for example, you want to send an invitation reminder to recipients that have neither registered nor deregistered, select N/A from the list
  2. Check-in status: If, after the event, you only want to send your mailing to, for example, recipients who actually attended the event, select “Attended” from this list.
  3. Minimum opt-in status:  For restricting your mailing to recipients with a specific opt-in status, for example, those with a double-opt-in.
  4. Excluding recipients with an “opt-out” status from the mailing (Ignore opt-out guests).  Please note that, if this setting is active, the relevant recipient will also be excluded from receiving a confirmation email with an admission ticket.
  5. If the selected restrictions cause the number of recipients to drop, the number of contacts shown in the “Send mailing now (... contacts*)” button will change correspondingly.




Step 3 (optional): Settings: 
  1. Only email every email address once: If this checkbox is active, Invitario will always send just one email to an email address even if it is listed multiple times on the distribution list.
    Note: Please note that, if using this setting, addresses such as office@domain.com, which are used by multiple recipients, will also receive a single invitation only.
  2. Send to new recipients only: If a mailing has already been sent out once, this setting ensures that previous recipients will not receive a second copy of this mail. This setting can be used, for example, to only send out invitations in bulk to guests that have been retrospectively nominated.
  3. Send to guests with new/updated email address only: If, after having sent out a mailing for the first time, email addresses that the mailing could not be delivered to (information on mailing status) are replaced with new ones, you can re-send the mailing in bulk to these new addresses only. 
  4. If the selected settings cause the number of recipients to drop, the number of contacts shown in the “Send mailing now (... contacts*)” button will change correspondingly.


Step 4: Click on the “Send mailing now (... contacts*)” button: 
  1. You will have to confirm this action twice before the mails will be sent.
  2. Depending on the number of recipients, sending emails in bulk can take as little as a couple of minutes to as much as several hours. 
  3. Once all of the mails have been successfully sent, an email will be sent to your user email address.
  4. For info on how to check the progress of the mailing distribution process,  click here.



Depending on the number of recipients, sending mails in bulk can take quite a while. Invitario will notify you by email once all of the mails have been successfully sent.
Sending invitations to guests who have been nominated retrospectively
To re-send an invitation that you already sent out previously to retrospectively nominated guests, open the Send Page of the invitation mail after uploading the guests, select the checkbox for “Send to new recipients only” under “Settings” and click “Send mailing now”.
Sending emails to updated email addresses 
If, after sending a mailing out in bulk, some guests are shown as “Check email address” under mailing status, these addresses can be directly updated in Invitario and the mailing then sent out to them again. Once you have updated the email addresses, open the Send Page of the mailing, select the checkbox for “Send to guests with new/updated email address only” under “Settings” and click “Send mailing now”.
To prevent the mailing from being sent to guests who have already opted-out of receiving your emails, check the “Ignore opt-out guests” checkbox .



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