Sending invitations for member-exclusive events

Purpose

1.1. Automate the process of sending invitations for member-exclusive events, ensuring targeted communications to donors and members, and enabling arts organizations to boost engagement, drive attendance, and maintain exclusivity.
1.2. Streamline and centralize event notifications and RSVP management for recurring or ad-hoc special happenings, simplifying workflows for non-profit arts groups and freeing staff from repetitive outreach tasks.
1.3. Automator-driven segmentation allows differentiated messaging for VIPs, supporters, and regular members, thereby automating personalized content delivery.
1.4. Automated logging and updates in CRM, attendance tracking, and follow-up actions for comprehensive reporting and stewardship.

Trigger Conditions

2.1. New event creation in event management platform.
2.2. List update or change in member status in CRM or donor database.
2.3. Calendar entry with “member-exclusive” indicators.
2.4. Manual trigger for ad-hoc event notification.
2.5. Automated trigger based on donor/member anniversaries or tier upgrades.

Platform Variants

1. Mailchimp

• Feature/Setting: Automate segment-based campaigns using the “Automations” and “API v3.0 /automations” endpoints for event invitations.
• Sample Config: Trigger Mailchimp automation with a tag update for “Event Eligible.”

2. Salesforce

• Feature/Setting: Automate outbound emails via “Process Builder” or “Apex REST API,” linked to Campaign or Event objects.
• Sample Config: Trigger when Campaign Member Status changes to “Invited.”

3. Constant Contact

• Feature/Setting: Automate personalized event invitations using “EventSpot API /events/invitees.”
• Sample Config: Create automated workflow upon addition to an “Exclusive Event” list.

4. HubSpot

• Feature/Setting: Workflow Automation and “Events API /calendar/v3/events” for invites.
• Sample Config: Trigger on property change to “Eligible for Member Event.”

5. Zoho CRM

• Feature/Setting: Workflow Rules; “Events” module; “API /events/invite.”
• Sample Config: Automation triggers when a contact is added to the “Donor Members” view.

6. Google Calendar

• Feature/Setting: Automate invites with “Calendar API /events.insert” for bulk sending to group emails.
• Sample Config: Automate event creation and participant invitation with specific group filter.

7. Microsoft Outlook/Office 365

• Feature/Setting: Use Flow Automation and “Graph API /me/events” or “/sendMail.”
• Sample Config: Automated event invitation when flagged in organizational calendar.

8. Eventbrite

• Feature/Setting: Automated email invites via “Event Invitees API /events/:id/attendees/.”
• Sample Config: Trigger automation when list is synced with CRM segment.

9. Slack

• Feature/Setting: Scheduled messages using “chat.scheduleMessage” API for special notifications in member channels.
• Sample Config: Automate direct messages for RSVP reminders.

10. SendGrid

• Feature/Setting: Automate mailings through “Marketing Campaigns API /campaigns.”
• Sample Config: Automation upon upload or update of member list segment.

11. Twilio SMS

• Feature/Setting: Automate SMS invites using “Messages API /Messages.”
• Sample Config: Triggered SMS sent when new event is posted for eligible members.

12. WhatsApp Business API

• Feature/Setting: Automated invitation sending “/v1/messages,” using templated messaging.
• Sample Config: Automatedly send to numbers filtered by donor status.

13. ActiveCampaign

• Feature/Setting: Automation builder; “Events API /eventTracking.”
• Sample Config: Send email or SMS when contact enters “Exclusive Invite Eligible” segment.

14. Airtable

• Feature/Setting: Automate notification using “Automations” feature and “API /v0/appID/TableName.”
• Sample Config: Trigger invitation workflow when new record enters event guest list.

15. Trello

• Feature/Setting: Power-Ups and “Cards API /1/cards.”
• Sample Config: Automate card creation for each invited member; attach mailto links.

16. ClickSend

• Feature/Setting: Automate SMS/Email invites via “API /v3/sms/send” or “/email/send.”
• Sample Config: Send to member group when trigger condition met in CRM.

17. Monday.com

• Feature/Setting: Automate item notifications using “Automations” or “API /v2/notifications.”
• Sample Config: Automated invite sent when item with “Event” status is changed.

18. Pipedrive

• Feature/Setting: Automated workflow for event triggers using “Webhooks” or “API /events.”
• Sample Config: Send to contacts when deal moves to “Exclusive Event” pipeline stage.

19. Notion

• Feature/Setting: Automate page/email notifications via “API /v1/pages.”
• Sample Config: Automate notification for newly added event attendees.

20. SurveyMonkey

• Feature/Setting: Automate survey-based RSVP using “Webhooks” or “API /v3/collectors.”
• Sample Config: Send automated RSVP invitation when member list is updated.

21. Typeform

• Feature/Setting: Automated event RSVP form sent via “API /forms/responses.”
• Sample Config: Trigger Typeform link to new event cohort via email/SMS automation.

22. Google Sheets

• Feature/Setting: Automate email merges and invitation lists using “Apps Script” triggers.
• Sample Config: Script triggers invitation auto-send when row is appended with “Event Eligible” tag.

Benefits

4.1. Automatedly increases attendance rates through timely, personalized invitations and reminders.
4.2. Automator-driven RSVP tracking reduces manual labor and errors.
4.3. Maximizes constituent engagement; segmented, automatable outreach ensures no one is missed.
4.4. Automation centralizes audit trails for reporting and stewardship.
4.5. Consistent, on-brand automated communications across channels; fosters member loyalty and recurring donations.