Inviting Program Participants

Get the right people into your programs by sending targeted invitations to tourism operators in your region.

Invitation methods

Email invitations

Send personalised invitations directly:

Go to your program or intake
Click Invite Participants
Enter email addresses (one per line or comma-separated)
Customise the invitation message
Click Send Invitations

Invitation includes:

Program name and description
Start date (if applicable)
Enrolment link
Your personalised message

Bulk invitations via CSV

For large groups:

Click Bulk Invite > Upload CSV
Use the template provided or include columns:

- email (required) - first_name (optional, for personalisation) - organisation (optional)

Upload your file
Preview the import
Send invitations

Invite from your CRM

If you have contacts in Launchpad:

Click Invite from CRM
Filter contacts by:

- Region - Business type - Tags - Previous program participation

Select contacts to invite
Send invitations

Share an invitation link

For open enrolment:

Go to Program Settings > Enrolment
Copy the Invitation Link
Share via:

- Your newsletter - Social media - Partner communications - Your website

Writing effective invitations

Subject line

Make it compelling and clear:

Good examples:

"You're invited: Digital Marketing for Tourism Operators"
"Free training opportunity for [Region] businesses"
"Boost your bookings — join our new program"

Message content

Include:

Personal greeting — use their name if available
Why they're invited — make it relevant
What they'll learn — key benefits
Time commitment — be honest
Clear call to action — how to enrol

Example invitation

Hi [Name],I'd like to invite you to join our new "Customer Service Excellence"program, designed specifically for tourism operators in [Region].Over 4 weeks, you'll learn:How to exceed guest expectationsHandling difficult situations with confidenceBuilding loyalty that drives repeat bookings
The program is self-paced and takes about 2 hours per week.
It's fully funded — no cost to you.[Enrol Now Button]Places are limited, so register by [date] to secure your spot.Questions? Reply to this email or call [number].Best regards,[Your name]Regional Tourism Manager

Managing invitation responses

Tracking invitations

See the status of all invitations:

Go to your program
Click Invitations
View:

- Sent — invitation delivered - Opened — recipient opened the email - Clicked — clicked the enrolment link - Enrolled — completed enrolment - Declined — opted out

Following up

For invitations without response:

Filter by Sent or Opened status
Select recipients for follow-up
Click Send Reminder
Customise reminder message
Send

Timing tip: Send reminders 3-5 days after the initial invitation.

Handling applications

If your program requires approval:

Go to Applications
Review each application:

- Applicant details - Organisation info - Application answers (if any)

Click Approve or Decline
Approved applicants are automatically enrolled

Targeting the right participants

By business type

Consider which operators will benefit most:

Accommodation providers
Tour operators
Attractions
Food and beverage
Transport

By experience level

Match program difficulty to audience:

New operators (basics)
Established businesses (growth)
Advanced operators (innovation)

By previous participation

Use participation history:

Completed prerequisites
Attended related events
Engaged with previous programs

Invitation best practices

Timing

Avoid weekends — lower open rates
Mid-week mornings — often best
Consider seasonality — avoid peak tourism periods
Give adequate notice — at least 2 weeks before start

Personalisation

Use names when available
Reference their business type
Mention region-specific benefits
Acknowledge past participation

Follow-up strategy

Initial invitation
Reminder at 5 days
Final reminder at 2 days before deadline
Personal call for high-priority targets

The right invitation gets the right people enrolled — take time to personalise and target your outreach.