Just like you can use a smart query to communicate with the registrants of your event, you can also use them to communicate with the constituents who have been invited to your event, regardless of their registration status. 

This feature is most helpful when planning an email to drive registrations, as you can select all your invitees who haven’t registered for your event yet as the email audience. This allows for more targeted messaging and avoids repeatedly emailing constituents who have already registered. 

Please note that each SCU only has one smart query, meaning others in your unit have access to it. The process will overwrite the results each time it is used. If you do not add the smart query to an invitation shortly after editing it, you will need to re-run the smart query to ensure that you are pulling the invitees of the correct event. 

1. Navigate to the Analysis functional area and click Smart Query Search

 

2. Each SCU has their own smart query. Locate yours by searching for your naming convention + “- Event Invitees” and select it from the list. 

 

*** If your unit does not have an event invitees smart query yet, submit a ticket to AskIT to have one created for you. 

 

3. Now you need to edit your smart query to pull from the correct event. Click Edit Definition on the Tasks bar. 

Pro tip: To save yourself time click Add this Page to Shortcuts once you locate your smart query. Next time you need it you won’t have to search.

4. Select the registration status of your invitees.

For all invitees: leave the box empty

For invitees who have registered:  select Registered

For invitees who have not yet registered or declined: select Invited with No Response

5. Search for the name of the event you would like to pull the invitees of then Save.

 

6. Once you have edited and saved your smart query, navigate back to your event and click on the Invitations tab to create a new invitation. 

7. Click Add to create a new invitation. Name the invitation beginning with your SCU naming convention and event-specific naming convention, give it a brief description, and add launch date.

8. Click the Processing Options tab to complete the invitation settings and attach a package. Save the invitation.

If you need a refresher on how to create event invitations and which settings to choose for your invitation, take a look over sending email invitations, sending postal invitations, or use G-Wiz to walk you through the process.

9. Once your invitation has been created, click on the name of the invitation in the Invitations tab to go to the Event Invitees page. This is where you’ll add your smart query as a selection.

10. Click Add then choose Multiple Constituents from the drop down.

11. In the Add Multiple Invitees pop-up, click Exclusions and add whichever solicit codes need to be included on your invitation. 

Reminder: you should always have at least 3 solicit codes on any communication you send.

12. Now search for the name of your smart query in the Selected Constituents field. When the text box turns from yellow to white, the selection has been added successfully.

Click Save.

13. The names of your registrants/attendees should now populate the Invitee List. If all looks correct, you can process the invitation and either send your email or download your mailing list.