Invitation mailing process

An invitation mailing in ERADIANT ties together several building blocks: contacts/leads, event, ticketing, website and the mailing itself.
This page guides you through the entire process – from data foundation to sending.

1. Create contacts and leads

For a mailing to be linked to an event and actually sent, you need leads that are assigned to the event.

• Create / maintain contacts
  • First, create your contacts in the contacts module or import them.
  • Learn more: Contacts module – contacts
• Create leads from contacts
  • Switch to the Leads submodule and assign contacts to an event.
  • Only leads that are linked to an event can later be used as recipients of an event mailing.
  • Learn more: Contacts module – leads

2. Create the event

Now create the event you want to invite people to.

• Open the event module and create a new event.
• Fill in basic information such as name, date, venue and responsible people.
• Learn more: Event module – events

3. Configure ticketing

In many cases the invitation mailing should link directly to a ticket shop.

• In the event, configure ticketing settings (ticket types, quotas, prices, etc.).
• Make sure that the desired ticket types are visible in the external ticket shop.
• Learn more: Ticketing settings

4. Set up the event website with ticket shop

For recipients to register, you need a working event website with an embedded ticket shop.

• Create or edit the event website in the Website submodule.
• Use blocks to:
  • build a hero section with title and call to action,
  • place the ticket shop or registration button,
  • highlight important information (venue, time, program highlights).
• Learn more:
  • Event website – overview
  • Blocks

5. Create the mailing template

Now you create the actual mailing template for the invitation.

• In the event, go to the Mailings submodule and open the Templates area.
• Create a new invitation template (e.g. “Conference 2027 invitation – free ticket”).
• Configure:
  • internal reference (for your team to recognize it)
  • subject line
  • optionally sender name
• Learn more: Event mailings – templates

6. Add content & placeholders

Now design the mailing content.

• Use text, image and button blocks to:
  • write a personal greeting,
  • explain the value of the event,
  • add a clear call to action (e.g. “Get your ticket now”).
• Use placeholders to personalize the mailing, e.g.:
  • {{first_name}}, {{last_name}}, {{email}}
  • {{event_title}}, {{networking_code}}, {{voucher}}
• For links (e.g. ticket shop, landing pages) you can use placeholders in the URL to pass data.

Learn more:

• Mailing contents
• Placeholders
• Blocks

7. Configure dispatch options & recipient filters

In the dispatch settings area you control when and to whom your mailing is sent.

• Choose dispatch type
  • Manual (e.g. one-time send)
  • Specific times (e.g. save-the-date + reminder)
  • Recurring sends (e.g. series mailings)
• Define recipient filters
  • By voucher status (has / has no voucher)
  • By previous mailings (already invited / not yet invited)
  • By ticket status (has ticket, no ticket, canceled, checked in, …)
  • By categories, unsubscribe status, mail bounces
  • By manual selection or an explicit email list

This ensures that only, for example:

• people without ticket,
• with a valid email address,
• who have not yet received an invitation,

receive your invitation mailing.

Learn more:

• Dispatch options
• Recipients & filters

8. Test and send the mailing

Before sending to many recipients, you should test the mailing.

• Send test mail
  • Enter your own email address.
  • Check rendering, links and placeholders.
• Test with a single contact
  • Use “Send mail to single contact” to verify personalization using a real lead.

When everything looks good:

• Configure dispatch settings as needed (manual send or scheduled time).
• Save your template.
• Start sending according to your configuration.

Summary

Invitation mailings in ERADIANT are made up of several building blocks you need to prepare:

• clean contacts and leads (linked to the event),
• a correctly configured event with ticketing and website,
• a well-thought-out mailing template with appropriate blocks and placeholders,
• carefully defined dispatch options and recipient filters.

If you follow these steps consistently, you can plan, send and reuse invitation campaigns in a structured way.