Comprehensive Guide: Sending Event Invitations with Power eCard

With Power eCard, you can not only design and send digital invitations professionally, but also efficiently organize the entire invitation process. Create customized response forms, manage your guest lists, and keep track of RSVPs at all times.

In this guide, we’ll walk you through each step of the process – from setting up events and creating personalized forms to sending invitations and maintaining guest lists – to help ensure your event is a complete success.

New Menu Structure

To provide you with a more efficient and clearer workflow, we have optimized the menu structure: Invitations are now managed separately from the “classic” greeting and Christmas cards. Under “Greeting & Christmas Cards,” you will now find the sections Mailings, Sharing, and eCards. The Address Book and the Account & Billing section remain on the main menu level.

The new menu item “Event Invitations” brings together all invitation projects – regardless of the occasion – as well as the corresponding guest feedback.

The “Communication & Guests” section offers a central overview of all created events (e.g. summer party, Christmas celebration). Here, you can view and edit both the event details and the corresponding guest lists and communications.

In the “Invitation Templates” section, you can manage all existing invitation cards – similar to the “Manage eCards” section – and create and design new invitations.

New User Role: Event Manager

The new “Event Manager” role is now available as an additional user role.

Event Managers have all standard user permissions and, in addition, gain access to the “Communication & Guests” section. This allows them to manage guest lists, create and edit events, and carry out communication activities.

Rolle	Mailing	Adressbook	Gues List	Design Creation	User Admin.	Protocolls
User	✔️	✔️	❌	❌	❌	❌
Event Manager	✔️	✔️	✔️	❌	❌	❌
Editor	✔️	✔️	❌	✔️	❌	❌
Publisher	✔️	✔️	❌	✔️	✔️	❌
Privacy Officer	❌	✔️	❌	❌	❌	✔️
Administrator	✔️	✔️	✔️	✔️	✔️	❌

In these guides, you will learn how to manually add individual users, import user lists, and which permissions are assigned to each role:

Communication & Guests Section

Events

Each event you create in the system represents a specific occasion for which you can centrally manage all communication. After creating an event, you can generate and send as many invitations and mailings as needed on behalf of that event.

Create a New Event

To create a new event, go to the menu and select Event Invitations > Communication & Guests, then click on “Create New Event.” und klicken dort auf „Neues Event erstellen“.

A new window will open where you can enter key details such as the event name, description, as well as the start and end time of the event. This information is for internal use only and will not be visible to your guests.

Edit Event Details

If you wish to edit or add to the information you’ve already entered, you can do so at any time under Event Invitations > Communication & Guests. In the event overview, click the blue button with the pencil icon next to the relevant event. This will reopen the window for editing the event details.

Then click Save Changes to apply your updates.

Communication Overview

When you click on the name of one of your created events, you’ll be taken to that event’s detail page. There, you’ll find a comprehensive overview of all invitations and mailings sent for this event.

The overview includes the following information:

• Card Template: Displays the invitation card used for the mailing
• Channel: Indicates whether the invitation was sent via email or shared via a link
• Status: Current status of the respective communication
• Preview: Shows a thumbnail preview of the sent card
• Analytics: Overview of open rates and guest responses
• Creation Date: The date the communication was created

On the right side of each communication, additional functions are available depending on the channel:

• Blue Button (Feedback icon, applies only to links): Opens the collected feedback from your guests for this communication
• Red Button (Trash can icon): Deletes the corresponding communication

Create New Communication

When sending a new invitation or creating a new communication, you can choose between two delivery options: email or link.

• Email delivery is recommended if you have your guests’ contact details and want to invite them personally, including a personalized greeting.
• Link delivery is ideal for a general, open invitation without individual recipients. In this case, you can share the invitation link via your social media channels, intranet, or mass email.

Send Email

When you select “Send invitation via email,” you follow the same steps for card selection and sending as with regular eCards. A detailed guide can be found in the separate manual “Creating a New Mailing.”

Guest List vs. Address Book

When creating event communications, unlike with regular eCard sending, you can choose whether to select recipients from your address book or from the guest list.

• Address Book:
  Contains all contacts saved in your user account. You use this both for sending regular greeting cards and for event invitations.
• Guest List:
  The guest list of an event includes all recipients who have already received an invitation—regardless of whether they have accepted, declined, or not yet responded. With simple filters, you can selectively contact recipients again, for example, to send a final reminder with event details to all confirmed attendees or a friendly reminder to all recipients who have not yet replied.

Purpose and Benefits of the Guest List:
The guest list makes it easier for you to stay in touch with all invited guests. For example, you can send additional event information or ask targeted follow-up questions.

In summary:

• Address Book: All contacts saved in your user account
• Guest List: All responses related to the invitations for this event

Share Link

When you select “Share link to landing page,” you follow the familiar process for sharing an eCard. You will receive a unique link to your selected invitation template. Using this link, interested parties can view the invitation, fill out the form, and submit their feedback.

Guest List Overview

When you click on the name of one of your created events, you’ll be taken to the detail page for that event. There, you can switch from the overview of sent communications to the guest list by selecting the “Guest List” tab (highlighted in blue).

In the guest list, you’ll see all responses received so far—that is, all guests who have RSVP’d for the event. The displayed information corresponds to the fields you previously defined in your form, along with each guest’s response status.

You can download the entire guest list at any time as an Excel file by clicking the blue “Download” button.

Invitation Templates Section

The “Invitation Templates” section is intentionally structured similarly to the familiar “Manage eCards” area. To make organizing invitations clearer and to avoid confusion, invitations and greeting cards have been separated into distinct sections. For invitations, please use the “Invitation Templates” section.

Option 1: Create a Blank Invitation/eCard and Customize It

To create a new invitation card – including a customizable form – simply select “Create New eCard” and start with a blank template.

Now select the “Power eCard – Form Builder Template.” Then follow the familiar steps for creating a new eCard.

The difference from other templates: This template already includes the preconfigured form template mentioned earlier. This allows you to directly add a fully customizable response form to your invitation.

To design your created eCard invitation – for example, by adding a custom header and personalized invitation text – please follow this guide:

Once you’ve finished designing the invitation, you can proceed to the next step: creating the associated feedback form.

Option 2: Customize an Invitation Template/eCard from the Library

You can also select an existing invitation template from our library and use it as-is – including the form – or adapt it to suit your needs. To do this, simply choose “Invitation Templates > Create New Invitation > From Power eCard Library” and start with a predefined template.

Now filter by “Invitation” in the top right corner and select the invitation template you’d like to customize. A detailed step-by-step guide is available in this manual:

How the Form Editor Works

To add a custom form to your invitation, you can use the integrated Form Editor. This tool allows you to create tailored forms that perfectly match the needs of your event—for example, for RSVPs, accompanying guests, or specific questions.

You’ll find the Form Editor directly within the familiar Live Editor of your eCard invitation, accessible via the blue “Edit Form” button in the left-hand toolbar.

Option 1: Use a Ready-Made Form Template

You have the option to use one of our pre-designed form templates. To do so, click the “Form Templates” button in the top right corner of the Form Editor.

There you’ll find professionally designed templates for three different types of events—each available as either an open invitation or with RSVP functionality (accept/decline).

Simply click on the template that best fits your event. The selected form will be loaded directly into the editor and can be customized as needed.

Option 2: Design a Blank Form Yourself

Form fields can be positioned within the form using drag and drop. Please note that the elements cannot be placed completely freely.

They can only be inserted into predefined positions—these are indicated by the green “Drop here” marker, which appears when hovering over valid areas with your mouse.

Save your changes by clicking the “Save” button in the top right corner. Then click “Back” to return to the Live Editor of your eCard.

Individual Elements

The available elements and the features of the Form Editor are neatly organized into different tabs and can be quickly found using the integrated search bar

The elements are divided into the following categories:

• Power eCard Fields:
  This selection includes proven standard fields that are commonly required in almost every form—such as salutation, first name, last name, email address, and the submit button.
  If a field includes the word “participant”, it is closely linked to the guest list and simplifies the display of responses.
  Therefore, please use these fields if you’re requesting related information.
• Commom Fields:
  Here you’ll find additional elements for collecting custom information from your guests.
  For example, with the “Select” element, you can ask about dietary preferences (e.g., omnivore, vegetarian, vegan).
• Layout:
  This tab controls the visual structure of your form. You can insert headings and paragraphs, and add images or custom HTML content to enhance the design of your form.

Best Best Practices: Which Form Fields to Use for What?

While classic fields like heading, paragraph, or text field are usually self-explanatory, other input types can cause uncertainty: checkbox, radio button, radio group, or multiselect may look similar but serve different purposes.

The following overview highlights the key differences at a glance and explains when to use which field in the form builder.

Field Type	Description	Single Selection Possible	Multiple Selection Possible	Typical Display
Checkbox	Flexible options – users can select one, multiple, or none	✅ (one checkbox)	✅ (multiple checkboxes)	[ ] Option 1 [ ] Option 2
Radio	Single selectable option, only meaningful as part of a radio group	❌ (not meaningful alone)	❌	○ Option A (part of a group)
Radio Group	One choice from multiple options – exclusive selection	✅	❌	○ Option A ○ Option B (only 1 selectable)
Multiselect	Compact dropdown allowing multiple selections	❌	✅	⬇ Dropdown menu with multiple selectable entries

Examples of How to Use Fields in Invitations

Field Type	Sample Question	Typical Options
✅ Checkbox	“I will bring a guest” “I require barrier-free access”	[ ] Yes
🔘 Radio Group	“Which menu option would you prefer?”	○ Vegetarian ○ Vegan ○ Meat Dish
🔽 Multiselect	“Which program items would you like to attend?”	▾ Welcome ▾ Workshop A ▾ Networking ▾ Dinner

Example Form Structure

A form for open registration (no RSVP module) could be structured like this:

1. Heading (H1)
   Title or subject of the form
2. Paragraph
   Additional details or instructions for guests
3. Salutation (Participant)
   Personalized greeting (e.g., Mr./Ms.)
4. First Name / Last Name (Participant)
   Collection of personal details
5. Email Address (Participant)
   For future communication and confirmation
6. Select Field
   For example, to ask about dietary preferences (e.g., omnivore, vegetarian, vegan)
7. Radio Group
   To ask whether the participant will bring a guest (Yes/No)
8. Guest (Repeatable)
   Input fields for entering guest details
9. Submit Button
   To finalize and send the form

This results in a personalized, tailor-made digital invitation that, in just a few steps, collects exactly the data relevant to your event.