Manage invitation templates

An invitation template holds the settings that many invitations share: the title, the guest lists, the custom fields and the messages. Every personal invitation uses a template, and an open invitation can use one too. Invitations that use a template show its current settings, so you design once and change in one place.

The Templates tab shows the templates you administer. Other users can use a template once you give them permission (see below), but they cannot change it.

Note

Users can edit, archive and delete templates they've created themselves. Users who have the Admin permission on a template can also manage it, even if someone else created it. Learn more about Permissions.

Steps to create an invitation template

1. Go to Invitations (main menu) > Templates
2. Select New template (below the list)
3. Fill in the template:
   • Name (required) - shown in the list of templates and when choosing a template for an invitation. Invitees don't see it
   • Title - the heading of the invitation page and the sender name of the emails it sends. Leave it empty to use the name of the event
   • Invited to guest lists - select Add guest lists to choose the guest lists the invitations offer and their limits. Leave it empty to choose guest lists per invitation instead. Total guest limits set here apply only to personal invitations
   • Custom fields - the details to collect from invitees, in addition to their name. See Creating an open invitation for the field types
   • Messages - the Information message, Confirmation message and Not enough spots message. Select Add images or Add files to include them in a message, and Add variable to insert the guest's name in the confirmation message
   • Reply-to email address (required) - where replies to confirmation emails are sent
   • Send confirmations to guests - email a confirmation to invitees who enter an email address
4. On narrow screens, once you have added a guest list, select Preview to see how the invitation page will look (on wider screens, the preview is always shown on the right)
5. Select Create

Steps to edit an invitation template

1. Go to Invitations (main menu) > Templates > your template > Details
2. Change the settings
3. Select Save

Steps to copy an invitation template

1. Go to Invitations (main menu) > Templates > your template > Copy
2. A new template opens with the same settings and the name followed by "(copy)". Change what you need
3. Select Create

Steps to archive an invitation template

Archive a template you no longer use. An archived template is hidden from the Templates tab and from the template choice when creating an invitation.

1. Go to Invitations (main menu) > Templates > your template > Details
2. Select Archive

Steps to find an archived invitation template

1. Go to Invitations (main menu) > Templates
2. Select More
3. Set Archived to Yes or All

Steps to unarchive an invitation template

1. Go to Invitations (main menu) > Templates
2. Select More and set Archived to Yes or All
3. Select the template and then Details
4. Select Unarchive

Steps to let other users use an invitation template

Users with permission to use a template can select it for their invitations, so their invitations get the same design and messages as yours.

1. Go to Invitations (main menu) > Templates > your template > Permissions
2. Under Users that have permission to use this invitation template, select the users
3. To give access to a user outside your account, select Add user (below the list) and enter the person's username under Link an external user. Then select Select. See Giving external users access
4. Select Save

Steps to delete an invitation template

A template that is used by invitations cannot be deleted. Archive it instead.

1. Go to Invitations (main menu) > Templates > your template > Delete
2. Select Delete to confirm