Event Invitations Guide

Manage and track who has been invited to your events

The Event Invitations feature in WeGive allows you to view and manage all invitations sent to supporters for your events. Whether you're sending formal email invites or pre-authorizing individuals to register for private events, this feature ensures you can monitor invite activity, control access, and track engagement.

This is especially useful for:

Invitation-only events
Managing access for VIPs, partners, or select donors
Tracking registration eligibility for restricted events

Accessing the Event Invitations Table

Go to the Donor Portal tab in your WeGive dashboard.
Click on Event Invitations.

This opens the Event Invitations Table, where you’ll see all invitation records across your organization’s events.

Table Overview

Each row in the table displays:

Invitation ID: Unique identifier for the invitation
Email: The email address the invitation was sent to
Event Name: The associated event
Date Invited: The timestamp of when the invitation was issued

Filter Options

You can filter the table using:

Event Name: Narrow your view to a specific event
Date Range: Filter by when invitations were sent

This makes it easy to segment invite activity across different events or time periods.

Sending Invitations

Invitations are created and managed directly from an individual Event Page.

To invite someone:

Go to the event in the WeGive dashboard.
Click the Invite Guests icon (plus sign).
Search for a supporter by name.
Select the event.
Choose whether to:
- Send an email invitation (recommended)
- Add the invitation silently (without sending an email)

When to Use Event Invitations

For Open Events:

Use invitations optionally to track outreach and engagement.
Sending email invitations can increase attendance and provide personalized outreach.

For Private Events:

If your event is configured as "Registration by Invitation Only", invitations become mandatory.

To configure this:

Go to the Event Builder.
Under Registration Privacy, select “Only allow registrations by invitation.”
In this setup, only invited guests can access the event registration form.

This setting is ideal for donor-only galas, VIP gatherings, and limited-capacity events.

Additional Notes

Inviting someone without sending the email allows for internal pre-approval. You can later notify them manually or via a different channel.
Invitations are linked to supporter records, enabling you to tag, segment, and export them for follow-up.
Registrations and invitations are managed separately. Being invited does not mean someone has registered.

Best Practices

Tag invited guests for easy filtering in future campaigns (e.g., "Invited to Gala 2025").
Regularly export your invitations table to cross-check invitation vs. registration rates.
For restricted events, always verify that the "Invitation Only" setting is turned on to prevent public access.