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Key Considerations Before Creating an Event in InviteDesk

This article outlines the key steps to take before creating an event in InviteDesk, including naming conventions, setting up a Salesforce parent campaign, managing invite lists and sync limitations, configuring email activation and RSVP settings, using the editor correctly, and best practices for handling email attachments.

Chandni Danhoo
Updated by Chandni Danhoo

Multiple Event sessions FAQ
Key considerations before event creationArticle 1: Create an Event Article 2: Communication & Design Set up Article 3: Create an event registration page Article 4: Create additional pages Article 5: Create Email CommunicationArticle 6: Add contacts to Invitation listEvent Mails type and targetEvent SurveyEvent Ticket

Creating an event in InviteDesk starts with a clean and well‑prepared Salesforce setup. Follow this checklist to ensure your event syncs correctly, audiences are targeted properly, and communications run smoothly.

Consideration

1. Naming convention

A correct event name is essential for reporting and maintaining consistent structure across Salesforce and InviteDesk. Event name is synchronized with the same naming convention as a child campaign on Salesforce.

Naming Convention Format:

<country code> <campaign code> <event description> <language>

For instance, if you’re planning an event in Belgium, the name could be formatted as: BE 24CD001 EOY Event NL

You may still translate the event name in the Communication tab; the translated version will be used in emails and other public-facing communication.

2. Parent campaign

Once your event campaign is synchronized with Salesforce, you must assign a parent campaign. This step ensures that registrations flow into the correct country lead queues.

How to Add a Parent Campaign

  1. Open your event child campaign in Salesforce.
  2. Change the Campaign Owner first — this field is required before you can select a parent campaign. Only a specific group of users are granted the necessary permissions to change the campaign owner on Salesforce. This permission is exclusive to InviteDesk campaigns.

3. Invitee List

Your Invite List (Contacts) will be automatically synchronized from the Salesforce child campaign into InviteDesk.

Only Contacts who meet the following criteria will sync:

  • They have opted in for event communications
  • Their Event Preference = True
Important Restrictions
  • ❌ Leads do not sync from Salesforce to InviteDesk
  • ❌ Manual list uploads are disabled in InviteDesk

This ensures data quality and compliance with consent requirements.

4. Email Activation and RSVP Timeframe

Finalizing Your Email: Important Steps

  • Activate Your Email: After finalizing your email, make sure to activate it. If not activated, emails will be saved as drafts.
  • Add RSVP Response Days: It’s crucial to specify the number of days for RSVP responses. If set to 0, invitees won’t be able to respond, and their status will be marked as “Expired”.
  • Targeting Expired Invitees: Expired invitees can be reached using the ad hoc “Write New Email” template.

5. Editor - copy paste

To avoid formatting issues or hidden styling, always:

  • Paste as plain text when inserting content into the editor
  • Apply styles using the editor's formatting tools afterward

This ensures clean HTML and reduces rendering issues across email clients.

6. Email Attachments

Avoid adding attachments to InviteDesk emails.

Attachments can negatively affect our email deliverability and DNS configuration, increasing the likelihood that messages are marked as spam.

Instead of attachments, use links such as Landing pages..

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Introduction to InviteDesk & Access

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