Invitee Management
Who you're inviting to an event changes sometimes by the hour depending on the number of cooks in the kitchen.
If you want to keep track of who you've invited and whether or not they've responded (by registering or declining), this feature is for you!
Invitees then convert to any of several states:
Registered - you win!
Registered but then cancelled - you won, then lost!
Declined - they can't attend, but you at least know about it
No response
The Invitee Status report shows this progression and map ONLY for those originally invited - and that's where this feature comes in to play.
Invitees are a SUBSET of registrants - not all nor even in some cases most of them. The invitee status report attempts to make that clear to you. Registration reports cover all involved humans, whereas invitee status uses the invitees as the base for measuring and evaluating participation outcomes.
Adding Invitees
Events, Customer Service, click on your event.
Right sidebar: Bulk Invitation
This is a purely additive function.
Drop your constituent IDs in here, one per line. We'll validate each and then attach them to this event as invitees if we haven't already.
And then?
We wait! As folks decline, register, and attend, cancel, or skip we'll present those bits to you in the Invitee Status report.
Matching is REQUIRED
For the invitee status reporting to work properly we need all declines AND registrants to be matched in a timely fashion. Please make use of the semi-automatic matching tool as much as possible to accelerate this work.
All uniqueness determination is based on the XID values.
Reporting
The Invitee Status report is your go-to for most situations. Events > Reports > choose your event > Invitee Status
The invitee status API resource (/events/{eventId}/inviteestatus) makes this same information available programmatically for integration purposes.
The event statistical aggregate now includes the invited count which is derived from this data as well.
AlumnIQ will also start sending invitee payloads to Salesforce in one of our custom objects in mid 2026 too. Stay tuned for which version of AlumnIQ Sync will enable that for you!
Declines
Historically, AlumnIQ has captured and retained "declines" as a separate entity from registration records. This is smart - it minimizes the burden on someone who can't (or won't) participate while still providing you valuable signal data.
Declines originate from three possible sources:
Email - if you send invitations out through AlumnIQ and include an "I can't attend" link/button (using our token for the link!), one tap will capture their opt out.
In the clear - an individual shows up on the registration landing page and clicks the "I cannot attend" button and then fills out the form
Administratively - via customer service > Create RSVP
All of which should ultimately get matched to a constituent ID (XID) for duplicate-minimization purposes. Please be aggressive about this! If you're not, the declines undermine the accuracy of the invitee status assessments.
So this new feature for bulk-adding invitations without recording a decline is how we "square the circle" for tracking external, paper, or personal invitations to an event all in one spot.
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