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CiviCRM Event Invitations

Scope

This extension allows you to invite contacts in CiviCRM to an event and provides a simple feedback form where contacts can choose whether they can attend or not. You can invite contacts via email or letter. Both can include a personalized invitation link. If you use a letter, the link can be presented as a QR link.

Currently, the extension only provides a very basic built-in feedback form. This form only features a simple "register" button which will set the participant's status to confirmed. We encourage you to generate an external landing page or endpoint for the form (see below).

For Drupal you will most likely want to use the CiviRemote Drupal module which includes a lot of pre-built features.

This extension is licensed under AGPL-3.0.

Features

  • Select contacts from a CiviCRM search and send them an invitation via email or letter
  • Use a simple built-in or an individual feedback form that allows contacts to reply to your invitation
  • Feedback given in the form will update participant status

Requirements

  • PHP v7.0+
  • CiviCRM 5.3+

Recommended:

  • A system that will provide your feedback form such as an external website or the CMS CiviCRM is installed on.

Remark: This extension uses Chillerlan's QR code generator to generate QR codes.

Configuration

Find the extension's settings under → Administer → Administration Console → Event Invitation Configuration (/civicrm/eventinvitation/settings?reset=1) and provide information on the endpoint, if you want to use one.

Create at least one message template that contains one of the following Smarty variables:

  • {$qr_event_invite_code} - generates a unique link for the participant
  • {$qr_event_invite_code_img} - generates a unique link for the participant presented as an QR Code with fixed width
  • {$qr_event_invite_code_data} - generates a unique link for the participant presented as an QR Code that can be html formatted as an image

Remark: if an event-invitation is being generated as pdf-file from a particular message template, then only the Html-section of that template will be taken into account. The Plain-Text section will be ignored. In that case, all tokens should be placed into the Html section. Plain-Text only message template will result in empty pdf-files.

Using a Drupal endpoint

If you are using a Drupal endpoint based on CiviRemote, visit the extension's settings page, tickt the custom URL box and enter one of the following as the custom url, depending on your configuration and, if applicable, custom implementations:

  • https://yourpublicfrontend.org/civiremote/event/register/{token} With the register endpoint, the user's reaction to the invitation is being processed as a registration, i.e. they must have the permission to register, which includes that registration for the event is still open and no other restrictions are in effect.
  • https://yourpublicfrontend.org/civiremote/event/update/{token} With the update endpoint, the user's reaction to the invitation is being processed as an update to a registration (which, technically speaking, already exists with the status Invited), i.e. they must have the permission to update own registrations.

On your public Drupal system, install CiviRemote, add a CiviRemote profile (/admin/config/cmrf/profiles) and connector (/admin/config/cmrf/connectors) if you have not done so yet.

Usage

From a contact search result, choose any number of contacts and select "Invite to event" from the action menu. You will be presented with a popup dialogue that allows you to select:

  • the event you are inviting the contacts for
  • the message template to use
  • the sender address
  • the role to be assigned to the participants
  • whether you want to send emails or generate PDF-Files

The extension will only allow to invite contacts that do not already have a registration with a positive class for the event in question. You must use a template that contains at least one of the token described above. After you hit "Confirm Action" a participant object (registration) with the status " Invited" will be created for all selected contacts.

When contacts use the feedback link, this registration will be updated to the " Registered" or "Cancelled" status depending on the user's choices.

If you are aiming at utilizing an automated email workflow, checkin of participants using QR-Codes and/or using customized remote registration forms, make sure to have a look at the following extensions:

Known Issues

The built-in feedback form ist still very basic and limited in its functionality so, unless you want to extend the built-in form yourself or would be ready to fund some development to extend its features we would encourage you to generate an external landing page / endpoint for the form. For Drupal you will most likely want to use the CiviRemote Drupal module which includes a lot of pre-built features.

Documentation