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When you assign learners to an event, you can either let them pick their own session or assign sessions for them — and customize the invitation email they receive.

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Choosing how learners get sessions

In the Assign Users dialog, the Event Sessions step asks how each invitee should land on a session: The email customization options below only apply when you select Let learners choose.

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Choosing an email style

Pick one of two mutually exclusive invitation styles using the radio selector: Switching modes clears the other mode’s content — only the active mode is sent.

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Composing the email (Email mode)

Email mode opens a side-by-side editor with a live preview on the right.
1

Edit the subject line

The subject defaults to {eventTitle}. Use plain text or mention variables (see below).
2

Edit the body

The body uses a rich-text editor with formatting (bold, italic, lists, links). Default copy includes a greeting and a call to action.
3

Insert mentions

Type @ in the subject or body to insert a recipient variable. Available mentions:Mentions are replaced with the real value when the email is delivered to each recipient.
4

Check the preview

The right pane previews the rendered email — including the Save My Spot button that links to the event page.
The Send button is disabled until the subject and body both contain text.

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Uploading a custom image (Image mode)

Image mode replaces the entire email body with a single uploaded image.
1

Switch to Use custom email image

Select the second radio option.
2

Upload the image

Click the upload area and select a PNG or JPG. The whole image becomes the email content.
The image is clickable and redirects recipients to the event page.
Send Test is not available in image mode. Image invitations can only be verified by sending the real invitation.

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Sending a test email

Before sending to learners, preview the rendered email in your inbox.
1

Fill in subject and body

Send Test is disabled until both fields contain real content (whitespace-only subjects and empty rich-text don’t count).
2

Click Send Test

The Send Test button sits in the dialog footer next to Send.
3

Pick a test recipient

A dialog opens where you select a user to receive the test. The test renders with that user’s {toUserDisplayName} so you can confirm mentions resolve correctly.
4

Send and verify

The test email is delivered immediately. The Save My Spot button in the test points at the real event page — clicking it lets you verify the destination.
Send Test is only visible on the Event Sessions step, when Let learners choose is selected, and Email mode is active.

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Sending the invitation

Once content is valid:
  1. Continue through the remaining dialog steps.
  2. On the final step, the primary action button reads Send (instead of the usual finish label) when an email invitation is queued.
  3. Invitees receive the email and appear on the event’s invited list.
Saved customizations persist on the event — re-opening Assign Users later restores your subject, body, and image so you can build on the previous invitation.
Last modified on May 24, 2026