Inviting guests to an event

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You can invite guests to published events.

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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.

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Send invitation notifications

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

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1. Send Google or Outlook Calendar email

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

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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.

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

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2. Send Slack message

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

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Choosing send or don't send

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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.

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Differences between individuals, distrolists and import

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Individuals

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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.

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Distrolists

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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.

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

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

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Import

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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.

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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.

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Frequently asked questions

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

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

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• 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.

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Why am I seeing a banner that says my guests will be distributed across multiple calendar events?

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We've found that calendar events with more than 1,000 guests often experience issues with syncing data between calendar and Epoch. This is due to the API provided by Google Calendar and Outlook Calendar, which means it's out of our control.

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To reduce these issues, we've built a way to automatically split the guest list across identical calendar events (proxy events) to ensure that the event will be stable.

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To learn more about this feature, read this article.

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Why am I seeing an error message when trying to invite employees to my event?

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If you're inviting up to 300 employees to your event, you may see an error message pop up. In the event that you see this error message, trying inviting employees in batches of 50 or reach out to support@epochapp.com for help.

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If you're inviting more than 300 employees to your event, our system will invite these guests in batches for you. When you see the loading icon on the Insights page (image below), leave the tab open as it loads but no need to stay in that window as it finishes up.

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