This article explains how to invite learners, coaches, and facilitators to your Promote program.
Content in this article
- Introduction to invitations
- Where to send invitations
- Step-by-step: Schedule invitations
- Step-by-step: Invite now
Introduction to invitations
Invitations are how members first access your program in Promote. They contain the program link and any custom text you choose to include. Invitations can be sent immediately, scheduled for a specific date, or set to run automatically on program start dates.
The system also gives you control over who receives the invitation. You can send it to everyone, only to members who haven’t been invited before, or just to those who haven’t yet visited the program. These options make it possible to both welcome new members and send reminders - without spamming those who have already joined.
Where to send invitations
All invitations are managed in the Invitations tab of your program.
When you open this tab, you’ll see three options:
- Manage templates – Create and edit reusable invitation messages. Learn how
- Schedule invitations – Set up invitations to be sent automatically. Learn how
- Invite now – Send invitations immediately. Learn how
Step-by-step: Schedule invitations
Go to the Invitations tab.
Click Schedule invitations.
Select an invitation template (default or custom).
Edit the invitation text if needed.
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Choose an invitation schedule:
Send on a specific date – Sends once, at the date and time you set. You can use this option for reminders or one-off invitations.
Send daily on start date – Sends invitations daily to members who have not yet been invited. Each member only receives one invitation, and if all members have already been invited, nothing is sent that day. This is ideal for programs where new members are added continuously.
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Choose recipients:
By role (learners, coaches, facilitators).
Optionally select individual recipient(s). (Note: manual selection overrides visited status).
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For the Send on specific date option, also define delivery conditions:
Not yet invited – only sends to members who haven’t received an invitation before.
Not yet visited – only sends to members who haven’t accessed the program.
- Everyone – sends to all selected recipients.
Click Save to confirm.
Step-by-step: Invite now
Go to the Invitations tab.
Click Invite now.
Select a template (default or custom).
Edit the text if needed.
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Choose recipients:
By role (learners, coaches, facilitators).
Optionally select individual recipient(s). (Note: manual selection overrides visited status).
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Define delivery conditions:
Not yet invited – only sends to members who haven’t received an invitation before.
Not yet visited – only sends to members who haven’t accessed the program.
- Everyone – sends to all selected recipients.
Click Save to confirm.
Your selected members will receive the invitation immediately.