Event invitations and RSVPs, connected to your stakeholder work

Event planning creates a lot of small jobs: choosing the right people, preparing an invitation, checking responses and following up. For a small government relations team, those jobs can take a substantial share of the week.

PoliTraQ’s new event invitation workflow brings that work together with the contacts and relationships your team already manages.

You can prepare an event, select the contacts you want to invite, apply your branding and plan the communications around it. Responses stay connected to the event, so your team has a shared place to see who has accepted, declined or responded tentatively.

For consultants, each event belongs to a specific authorized client. That gives you a clear client context for the audience, branding and activity, even when your team works across several organizations.

There are two ways to distribute an invitation. Connect your sending mailbox through Nylas to send through PoliTraQ and schedule communications. Nylas provides the connection to your email provider; it does not require your PoliTraQ sign-in address to be the same as your sending mailbox. Complete the mailbox connection from your profile before using platform sending.

If you prefer to send from your own email client, copy the formatted invitation and paste it into a rich-text email draft. The invitation keeps its layout and response button. You can also copy the HTML source for a workflow that needs it. This gives teams a practical option when they have not connected a mailbox to PoliTraQ.

The response flow can suit different audiences. Personal invitation links are useful for a selected recipient list. A shared registration link lets people supply their name and email when they respond. Choose the approach that fits the event and how you intend to distribute the invitation.

You can also distinguish between registration your team manages and registration owned by a partner. When a partner owns attendance tracking, the invitation can direct people to that partner’s registration destination.

For events managed in PoliTraQ, attendees can add the event to their calendar through an iCalendar download after responding. That gives them the event details in their calendar alongside the response they have just submitted.

The aim is straightforward: make the administration around an event easier to manage, while keeping the audience, client and next steps clear.

Open Event invitations in PoliTraQ to prepare your first event. Start with the in-app instructions, choose your registration approach and review the invitation before sending or sharing it.

If you change an event’s settings, audience, sender or branding after approving a communication plan, review and approve the plan again before sending continues. Messages already accepted by the email provider are not sent again automatically.