---
title: "Sending Invitations, Emails, and Event Change Notifications"
slug: "sending-invitations-emails-and-event-change-notifications"
updated: 2024-02-29T11:39:29Z
published: 2024-02-29T11:39:29Z
canonical: "documentation.infinite.com/sending-invitations-emails-and-event-change-notifications"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://documentation.infinite.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Sending Invitations, Emails, and Event Change Notifications

Abstract

Product: **Event Manager**

## Relevant eLearning

[![icon20.jpg](https://cdn.us.document360.io/4bb62c4c-9973-48ec-ab93-23d4b1755503/Images/Documentation/acec8461-fefd-4f81-9421-70cbdb90fba1.jpg)](https://cdn.us.document360.io/4bb62c4c-9973-48ec-ab93-23d4b1755503/Images/Documentation/06SendCommunications.mp4)

## Process

### Sending invitations and emails to Candidates

- Message templates are managed by Event Manager administrators.

1. To send an invitation or email to a candidate, open **scheduled candidates, unscheduled candidates,** or **search for a candidate.**
2. **Select the candidate,** or **candidates**, to receive the invitation or email.
3. Select **Send invitation**or **Send email.** ![image22.jpg](https://cdn.us.document360.io/4bb62c4c-9973-48ec-ab93-23d4b1755503/Images/Documentation/dc1e3639-bca6-4afb-8f23-fb8eb343c98d.jpg)
4. For invitations, in the **Send Message window,**select **the message template** by using the pull-down menu.
  - If required, select **Edit Message** to update the message template.
  - In the **Invite to**, select **the event** that the invitation is to be linked to.
  - **Set an expiration time,** **the amount of reschedules allowed**, and any **Outcomes**.
  - Select whether to **copy the candidate** to the event, or **move the candidate** to the event upon registration.
  - Select **message templates** to be sent if the candidate registers for the event, or for a reminder, by using the pull-down menus.
  - The invitation can also be scheduled to be sent to the candidate by using the **Send before Event** pull-down menu.
  - Select **Send**.
5. For emails, in the **Send Message** window, select the **message template** by using the pull-down menu, and click Continue.
  - In the **Send message window, add a branding image, update the subject,** update **the email body,** and **add any attachments** as required.
  - Select **Save**.
6. Message bodies can be edited to include **tokens**.

![image23.jpg](https://cdn.us.document360.io/4bb62c4c-9973-48ec-ab93-23d4b1755503/Images/Documentation/b84898f2-88ae-44f4-82f6-23e958bae3d1.jpg)
  - These tokens can be used to insert candidate, or event details, into the body of the communication.
  - To add a token to a message, **copy and paste the token** to the place where it is to appear in the message. Tokens can also be added by **fully highlighting the token** and then **dragging and dropping** into the body of the email.
  - After the message is sent, the event or candidate details appear where the token was inserted.
7. Messages sent from Event Manager can be viewed on the candidate’s **Event Manager profile** or from within the candidate’s Talent Record in BrassRing.

### Event Change Notifications

Event Manager can notify event participants if an event changes. Event Manager Administrators enable this feature. Administrators or users must configure the templates that are used in the event change notification.

When enabled, BrassRing users can notify event participants at build time when event configurations change.

1. Update an existing event, and select **Save**.

![The saved schedule notification](https://cdn.us.document360.io/4bb62c4c-9973-48ec-ab93-23d4b1755503/Images/Documentation/e4d33b6f-9268-4e57-beef-2189bb0d6e23.jpg)
2. Select **Notify Participants.**
3. The **Send Message screen** opens.

![The Send Message Window](https://cdn.us.document360.io/4bb62c4c-9973-48ec-ab93-23d4b1755503/Images/Documentation/bbac8bb0-1be8-4885-9f62-d60f73cd65d9.jpg)
4. Select a **message template** for assessors and candidates by using the pull-down menu, and select **Send**.
  - Select **Edit Message** to open the selected message for editing as needed.
5. Select **Send**.