Invite employees to an event

Angie Kwan

May 24, 2024 11:05 AM

Inviting guests to an event

You can invite guests to published events.

  1. Go to Event insights for an event.
  2. Click on the Invite guests button.
  3. On the Individuals tab, select employees that you'd like to invite to your event.
  4. Click Invite.
  5. Choose your notifications and click either Don't send or Send.


Send invitation notifications

When you click Invite after selecting your guests, you will be prompted with 2 options for notifications.

1. Send Google or Outlook Calendar email

This option controls if guests receive the associated invitation email that comes from calendar. If this is unchecked, they will be invited silently.

If your calendar settings were set to no calendar event or only adding guests after they RSVP, then this option will not be applicable to you.

Note that this option isn't available for Outlook, since Outlook requires all notifications to be sent.

2. Send Slack message

This option controls if guests receive the Slack invitation message. If this is unchecked, guests will be invited silently.

Choosing send or don't send

Selecting Send will invite guests immediately and send any notifications that were selected. Selecting Don't send will invite guests immediately, but with no notifications.


Differences between individuals, distrolists and import

Individuals

Individuals are pulled into Epoch from your HRIS. Since the HRIS is synced with Epoch, any employee added or removed from the HRIS will also be reflected in Epoch.

Distrolists

If your company has the distrolist integration set up, you will see a list of all distrolists within the company. Selecting a distrolist means all employees in that group will be invited to the event.

Since distrolists are synced with Epoch, any employee added or removed from the distrolist will also be reflected in Epoch.

To learn more about inviting distrolists and how they work, read this article.

Import

If you have a long list of employee emails from a calendar event or CSV, you can copy and paste in emails separated by a space or comma. When you click import, these emails will be matched with the directory and automatically populated into the event.

If any of them appear in yellow, that means that they couldn't be matched with your directory and won't be added to the event.


Frequently asked questions

What does the "Duplicate guests were removed" banner mean?

This banner appears when you've selected an employee more than once. This can happen in a few scenarios, including:

  • Multiple distrolists were selected, and the employee is a member in more than one distrolist.
  • The employee is a member of a selected distrolist, but they were also selected as an individual.
  • An imported email corresponds to a guest who is already in the event.

Why am I seeing a banner that says my calendar event will be deleted if guests exceed 4,000?

We've found that calendar events with more than 4,000 guests often experience issues with syncing data between calendar and Epoch that's out of our control. To be proactive about these issues, we will silently remove the associated calendar event when guests exceed 4,000.

To learn more about this limitation, read this article.

Want access to a beta feature?

Get in touch with our customer experience team. We'll reach out with next steps.

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