Managing program invitations efficiently is key to ensuring smooth communication and participation. With Promote’s invitation scheduling feature, you can automate the sending of program invitations, saving time and ensuring that all participants receive timely notifications. This article outlines best practices for setting up and scheduling invitations to streamline your program administration.
Note: This feature is only available in the new program builder. Learn more about how to access the builder here.
Why Use Scheduled Invitations?
Manually tracking and sending invitations can be time-consuming. Scheduling invitations helps you:
- Ensure timely communication – Invitations are sent exactly when needed.
- Reduce manual follow-ups – Automated reminders reach only those who haven’t accessed the program.
- Customize invitations – Send different messages tailored to specific roles.
- Improve program engagement – Learners and coaches receive the right information at the right time.
Best Practices for Invitation Management
1. Create Invitation Templates
To simplify invitation scheduling, create reusable templates for different roles and situations. Some recommended templates include:
- Initial invitation for learners
- Initial invitation for coaches
- Reminder for learners
- Reminder for coaches
- Custom invitations for facilitators
💡 Learn how to create Invitation Templates here.
2. Schedule Invitations
Once your templates are ready, plan when invitations should be sent:
- Learner invitation – Sent to all learners on the program start date.
- Coach invitation – Sent to all assigned coaches on the start date.
- Learner reminder – Sent to learners who have not accessed the program, X days after the start date.
- Coach reminder – Sent to coaches who have not accessed the program, X days after the start date.
- Repeat reminders – Continue sending follow-ups to those who haven’t joined yet.
💡 Learn how to Schedule Invitations here.
3. Track Invitation Status
Promote allows you to monitor all sent and scheduled invitations:
- See when an invitation was sent.
- Check who received the invitation.
- Review the content of past invitations.
- View scheduled invitations to confirm future sends.
Following these best practices can automate your invitation process, reduce administrative work, and enhance program engagement. With well-timed invitations and reminders, you can make sure that learners, coaches, and facilitators stay informed and engaged in your programs.