Invite guests to event

What is this?

With Invite guests you can invite people outside your ensemble to a specific event — fill-ins, guest conductors, soloists or family members who are supposed to sing along. Guests do not appear in the regular member statistics.

How to invite guests

1. Open the event you want to invite guests to
2. Click "Invite guests" in the participants section
3. Choose a contact from the address book — or enter name and email address
4. Optional: assign a voice group
5. Send the invitation — the guest gets an email with a link

Invite from the address book

If you keep your contacts in the choir's address book, you can search for and select them directly in the invitation dialog. The contact then receives an email with a personal link and can use it to accept, decline or answer with "Maybe" without an account — optionally with a reason for declining. The response appears immediately in the participant list, where contact guests are specially marked. Changing their mind is possible until the event starts.

If you invite by email address instead, an access is created for the guest — with it, they can additionally view sheet music and event details.

What guests see

By default only the most essential information:

• Date, time, venue
• Description of the event
• Who is invited (optional, can be hidden)

Extended visibility (configurable per guest):

• Download sheet music — if the guest should come prepared
• Read comments — when organizational topics are discussed
• Attachments to the event — music stand plan, wardrobe list etc.

What guests can do

• Confirm or decline via the link — no account needed
• Add a comment to the response — for example "arriving 30 minutes late"
• Download sheet music as PDF (if allowed)
• Forward the invitation — careful, can spread uncontrolled

Permission

You need Create & edit events to invite guests — the same permission as for creating or editing events.

When member rather than guest?

• Regular rehearsal participation — invite as member
• Only one performance — guest is enough
• Soloist for one piece — as guest, then possibly as member next time
• Trial singer to check it out — invite as guest, decide later

Tips

• Clear description in the invitation: what will be sung, what to bring
• Communicate the dress code — guests often do not know what is customary
• Name a contact person — someone from the choir to ask if questions come up
• For recurring guests better add as member with limited rights — saves effort per event