# Inviting nominated contacts and tracking their registration > How you, as a nominator, send contacts the invitation e-mail or registration link, read their statuses, and change their attendance. - Canonical article (Help Center): https://help.happenee.com/en/articles/103-inviting-nominated-contacts-and-tracking-their-registration - Česká verze: https://aidocs.happenee.com/cs/pozvanky-a-registrace-nominovanych-kontaktu.md - Collection: Event setup and registration - Updated: 2026-11-05 --- > **Overview** > This article is for nominators who work in the nominator portal. Organizers can find how to set up nominations in [How nominations and nominators work](https://aidocs.happenee.com/en/how-nominations-and-nominators-work.md). > > A nominated contact gets into the event only by completing the registration form. If the organizer allows it, you send them the invitation e-mail from the nominator portal or copy their registration link; otherwise, the organizer sends the invitations. In the portal, you then track whether the e-mail arrived and how the contact responded. ## Getting started 1. Read the information bar at the top of the portal. It tells you whether you or the organizer sends the invitation e-mails. 2. If you send them, send them one at a time from each contact's row, or to everyone at once with **Send invitation e-mails**. 3. Keep an eye on the **Invitation e-mail** and **Registration** columns, and send a reminder to contacts who haven't responded. ## Details ### Sending the invitation e-mail The organizer prepares the invitation e-mail; you only decide who gets it and when. The contact receives it in the language set on their contact. - **One by one** — next to a contact who hasn't responded, click **Send invitation e-mail**. After the first send, the button changes to **Send again**. - **In bulk** — **Send invitation e-mails** (on a phone, in the menu under the three-dot icon) offers three groups: **All** (including those who have already responded), **Not invited** (those who haven't been sent the e-mail yet), and **Not responded** (including those not invited yet). The mailing applies to the contacts currently shown in the list, so an active search or filter narrows the group. - **Registration link** — the link icon **Copy invitation link** copies the contact's personal registration link. Use it when you want to send the invitation from your own mailbox or the contact can't find it. The registration link is personal, and whoever opens it registers as that contact. Send it only to the person it belongs to. You can also use the same link to complete the registration on the contact's behalf, for example when they confirmed attendance by phone. ### Statuses in the list The **Invitation e-mail** column shows what happened to the invitation: - **Not sent** — the e-mail hasn't been sent yet. - **Delivered and unread** — the e-mail arrived, but the contact hasn't opened it yet. - **Delivered and read** — the contact opened the e-mail. - **Not delivered** — the e-mail could not be delivered, most often because of a wrong address. - **Open registration** — the contact registered through the event's public registration, not through the invitation e-mail. The **Registration** column shows the contact's response: **Not responded**, **Attending**, **Pending approval** (the organizer approves registrations manually), **Maybe**, or **Not attending**. The number of companions appears under the status. A read e-mail is not a confirmed attendance, and a confirmed attendance does not mean the contact actually came to the event. You find a summary under **Status overview**, with counts by registration, invitation e-mail, on-site check-in, and attendee app use. The numbers in the overview follow the current list filters. ### Search, filters, and export - **Search** — type in the **Search name, e-mail or company** field and press Enter. The list doesn't filter as you type, and there is no separate search button. Clear the field to cancel the search. - **Filters** — the **Registration** and **Invitation e-mail** filters apply as soon as you choose a value. **Clear filters** brings back the full list. - **Export** — **Contacts (Excel)** is in the top bar of the portal on the right; on a phone, it's in the menu under the three-dot icon. The file contains the contacts that match the current search and filters, including answers from the registration form. ### Changing attendance **Change attendance** next to a contact opens a panel whose content depends on the status: - **The contact hasn't registered yet** — you can't confirm attendance with a switch. The panel offers the registration link, sending the invitation, or **Open registration**, where you fill in the form on the contact's behalf. You can also choose **Mark as not attending**. - **The contact confirmed attendance** — you can mark that they won't attend, or change the number of companions if the organizer allows it for the event. The change immediately updates the registration and the spots taken, the organizer's approval stays in place, and no e-mail goes to the contact. A contact marked as not attending can return only by completing the registration form again. ## Common pitfalls ### You don't see the invitation buttons If the organizer hasn't allowed you to send invitations, the buttons for the invitation e-mail and for copying the link don't appear. You only add contacts, and the organizer sends them the invitations. If you need an invitation sent sooner, message the organizer. ### A bulk send reached confirmed contacts again The **All** option sends the invitation e-mail even to those who have already responded. For reminders, use **Not responded**, and check the list filters before sending. ### The invitation shows Not delivered The e-mail could not be delivered to the contact's address. Most often, the cause is a typo or a closed mailbox. Sending again to the same address won't help. As long as the contact hasn't responded, delete them, add them again with the correct address, and send the invitation again. If the address is correct, ask the contact to check that their mailbox works and accepts e-mails. ## Related articles - [Accessing the nominator portal](https://aidocs.happenee.com/en/accessing-the-nominator-portal.md) - [Adding and importing contacts in the nominator portal](https://aidocs.happenee.com/en/adding-and-importing-contacts-in-the-nominator-portal.md) - [How the nominator limit works](https://aidocs.happenee.com/en/how-the-nominator-limit-works.md) - [Working on behalf of another nominator](https://aidocs.happenee.com/en/working-on-behalf-of-another-nominator.md) - [What to do when something does not work in the nominator portal](https://aidocs.happenee.com/en/what-to-do-when-something-does-not-work-in-the-nominator-portal.md)