Request lists: invitations, reminders and export

Use a request list to invite specific people to an offer and track their responses. A public request button is not required. First configure the request list, its validity period and the decision page.

Video tutorials

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Invite a selected group of people: add them to the request list, send personal messages and track acceptances or rejections. The video also presents reminders and an export for mail merges.

The example is from 2024. The current export uses CSV. For the scope of sending, the limit of 5,000 entries and existing deadlines, follow the guide below the video.

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Prepare list and messages

Open Offer → More → Request lists and assign the relevant list.
Check the public label and language, validity, reminder and the related options Send booking PDF and Create reservations.
Open this exact list under Participants → Request lists.
Use Add request to add the relevant people. Check their email addresses and languages in particular.
Check the Request list email and Request list reminder email templates, and the Requests: Accept or Reject template in the Design Manager.

You need rights to edit the offer and the persons or to send. If the actions are missing, clarify the admin profile used. Start with your own demo person and check the outbox before you fill the list with real recipients.

Send requests to outstanding entries

Check the offer and the selected list.
Read the status of the persons. Pending is open; accepted, declined, and expired are completed decisions or deadlines.
Select Send requests.
Check recipient, language, attachments, decision link, and sending status in the Outbox.

Scope of sending: The action processes unanswered entries in the selected list for the current offer. A table filter or smaller page size does not restrict sending to visible rows. People without an email address cannot receive a message this way. Running the action again can contact people with outstanding requests again, so plan this deliberately.

Send reminders manually or automatically

The action Send reminders also processes the still unanswered entries of the selected list in the offer. It uses the reminder template and marks the reminder sending. Coordinate manual and automatic reminders so that the person is not accidentally reminded multiple times.

The automatic reminder takes into account a stored reminder date that is due and an outstanding entry that has not yet been marked as reminded. Processing runs periodically. If the request has already expired, check its status and define a suitable new process before sending another invitation.

Check existing deadlines after rule or date change

When creating an inquiry, the validity and reminder date are stored. If an existing entry is reused, its stored validity value remains decisive. A change to the list template or the offer start is therefore not a guarantee that all previous inquiries receive new data.

Note open inquiries, status, response deadline, and already completed reminder sending before the transition. Use the CSV export if necessary.
Change the list template or the offer date and save.
Create a new internal demo inquiry and compare its date values with an existing open entry.
Check whether the reminder is before the desired response deadline and whether the person is already marked as reminded. A repeated manual reminder and the automatic processing must not unintentionally generate the same message twice.
If an old entry no longer fits the intended process, clarify its reservation and any linked booking. Create a new appropriate inquiry if necessary, instead of announcing an old personal link as extended.

Deleting a list entry does not cancel an already confirmed booking. A new request has its own data and decision link. Before resending, check the available capacity and tell the person responsible which date actually applies.

Check decision and booking

The message contains a personal decision link. After acceptance, check the generated definitive booking, invoice, payment, and booking confirmation. With MustPay, acceptance can still generate a booking with an open payment amount. An acceptance is therefore not yet proof of payment.

Manually, open entries can be set to accepted or declined. An already completed decision cannot be arbitrarily reset. If a new inquiry is required, correct the list entry deliberately and check an already generated booking separately. Removing an entry does not replace the cancellation of this booking.

Export CSV with personal decision links

Open the desired list in the offer.
Select CSV Export.
Check the file for offer reference, persons, status, reminder and validity date, as well as the column for the decision link.
Check the number: The current export retrieves at most 5,000 entries of the selected list and offer. A displayed table filtering does not guarantee an export limited to it.
Clean up the recipient selection in the exported file before you create mail merges. For more than 5,000 entries, you need a suitable alternative export; the export of the first page alone is not a complete list.

The decision link allows a response to the respective inquiry. Pass it only to the responsible person and do not publish the CSV freely. Use exactly the link of the respective line in mail merges.

Example: Personal invitations with QR code

A continuing education team exports its invitations as CSV and uses them as a data source for a mail merge. Per letter, the personal decision URL of the matching person is converted into a QR code. The exact field function depends on the text program used. Before printing, the team scans a demo code and checks name, offer, response deadline, and decision page. After printing, the CSV and the generated letters are stored protected.

Common problems

Problem	Procedure
More recipients than visible table rows	Mass sending processes open entries of the entire selected list in the offer. Visible filters are not a sending selection.
No message	Check email address, status, list, template, and outbox. For automation, also check due date and already marked reminder.
Decision link expired	Check validity and current capacity; create a new inquiry deliberately.
CSV incomplete	Compare the number of records with the limit of 5,000; organize a complete alternative export for larger quantities.
Acceptance, but payment open	Check booking and transaction and communicate the intended payment method.