An invitation email is a great way to send the PassPlay “getting started” instructions to a member. It tells the member how to get their membership into the PassPlay app or their phone’s wallet.
Invitations are the main way PassPlay onboards members. They are always available, and they never count against your email quota.
How an invitation is sent
Method | Sent by | Sent to |
Send invite to one membership | An admin | The primary email, or an address the admin picks |
Invite Selected / Invite All on the Memberships list | An admin | Each membership’s primary email |
Invitation campaign | An admin, on a schedule | Each membership’s primary email |
Daily auto-invite | PassPlay, every day | Each new membership’s primary email |
The member | The email address the member enters |
Invite one membership
Open the membership’s details page, or find it on the Memberships list.
Click the Send invite icon next to Invites Sent.
Choose the recipient. The primary email is selected by default. You can also pick another member’s email, or choose Other email address….
Check the preview and confirm to send.
The Send invite icon is only visible when the membership has a primary email address.
Invite many memberships
On the Memberships list, check the memberships you want to invite, then click Invite Selected. To invite every membership that matches your current search and filters, check at least one row and click Invite All.
PassPlay only invites memberships that are active and have a primary email. You cannot check the rows for expired memberships or memberships without an email.
Invitation campaigns
Create a campaign with the Invitation type to invite a group of memberships at a scheduled time. See Creating a campaign.
An Invitation campaign has no message field. The content comes from your invitation settings. These recipient types are available:
Inactive memberships: memberships that have not connected the app or a wallet card.
Not invited memberships: memberships that have not been sent an invitation.
New memberships: see Daily auto-invite.
Selected memberships, Selected membership type, and Custom audience.
Daily auto-invite
An Invitation campaign with the New memberships recipient type can be set to Send daily. PassPlay then runs the campaign every day and invites each membership that:
was created since the campaign’s previous run,
is active,
has not been invited,
has not connected the app or a wallet card, and
has a primary email.
See Scheduling and recurring sends for the steps.
Send daily is not available when your memberships sync from a membership system. For these organizations, use a scheduled Not invited memberships campaign, or link members to FindMy.
Note: PassPlay does not send an invitation when a membership renews. A renewed membership that was invited before is not in the Not invited memberships audience. To include it again, reset its invite count.
What the email contains
You set the invitation content under Organization → Appearance, in the Invitation Email section:
Setting | Where it appears |
Email Subject | The subject line. |
Header Logo | The top of the email. |
Header Text | The headline at the top of the email body. |
Phone Image | The large image in the email body. |
Message | The body text that explains what to do. |
The email also contains the member’s name and membership ID. It includes these membership links for that membership:
The App Connect link. On a phone with PassPlay installed, this connects the membership in the app.
The Apple Wallet and Google Wallet card links.
The App Store and Google Play download links.
Replies go to your organization’s email address from your organization profile.
Email templates
If your organization has message templates, you may choose the layout with the Email Template setting in the same section. A campaign can also specify its own template and subject. Templates use merge fields such as {{ MemberName }}, {{ AppConnectURL }}, and {{ WalletButtons }}. The template editor links to a list of available fields.
Without templates, the Include standard app download instructions? setting controls whether the email shows the app download links and the App Connect Login button.
Preview the email
The Send invite dialog shows a preview of the email before you send it. The Invitation Email section on the Appearance page also has a live preview.
To check what the email looks like in your inbox, send an invitation to a selected membership and choose Other email address… with your own address.
Rules and limits
Active memberships only. Invitation campaigns and invitations to a membership’s primary email skip expired memberships. FindMy does not send an invitation for an expired membership.
No email, no invitation. A membership without a primary email is skipped.
No limit on repeat invitations. PassPlay does not limit how many times you can invite a membership. A membership that is already connected can still be invited by hand.
Unsubscribes are respected. Admin invitations and campaigns are not sent to a membership or address on your Messaging → Unsubscribes list.
Member requests are always sent. When a member asks for the email, from FindMy or self-registration, PassPlay sends it even if the address is on the unsubscribe list.
Tracking invitations
Where | What you see |
Membership details page | Invites Sent and Last Invite Date. |
Memberships list | The Invited? column and the Invite status filter. |
Messaging → History | Each invitation that was sent. Invitations that were not sent from a campaign show |
Campaign summary | The audience size and reads for an Invitation campaign. |
Messaging → Usage | The number of invitation campaign messages each month. Invitations from FindMy and from the Send invite button are not included. |
To make a membership count as “not invited” again, click Reset next to Invites Sent on its details page. This sets the count to 0, so Not invited memberships campaigns include the membership again. Reset does not delete the message history.