How to Send Email Invitations

Send beautifully designed email invitations, save-the-dates, and reminders to your guests directly from your Fotify dashboard. Customize the look and content of each email with your own images, messages, colors, and fonts — then track opens, clicks, and responses in real time.

Getting Started

1. Go to your event dashboard at dashboard.fotify.app
2. Select your event and click "RSVP" in the sidebar
3. Click the "Email" tab

Before sending emails, make sure you've added guests to your list with valid email addresses.

Purchasing Email Credits

Email invitations use a credit-based system. You need to purchase credits before sending:

1. In the Email tab, you'll see the available credit packs
2. Select a pack size and click "Buy Credits"
3. Complete the checkout via Stripe
4. Credits are added to your event immediately

Credits are per-event and non-transferable between events. You can buy more credits at any time.

Email Template Types

Fotify provides three email types, each designed for a different stage of your event:

Save the Date

A teaser announcement sent early to let guests know your event is coming. No RSVP button is included — just a "formal invitation coming soon" message. Perfect for sending weeks or months before the event.

Invitation

The main email with full event details and an RSVP button that links directly to each guest's personalized RSVP page. This is the primary email you'll send to collect responses.

Reminder

A follow-up for guests who haven't responded yet. Includes a countdown badge showing how many days until the event and a notice that they haven't responded. Only sent to guests with a "Not Answered" RSVP status.

Customizing Your Emails

Click "Configure" on any template card to open the editor. You can customize:

Content

Field	Description
Organizer Name	Your name or organization (shown in event details)
Event Name	The name of your event
Subject Line	Custom email subject (leave empty for the default)
Title / Headline	The main headline text (e.g., "You're Invited!")
Custom Message	A personal message to your guests. URLs are automatically converted to clickable links
Button Text	Custom CTA button text (not available for Save the Date)
Reply-to Email	Where guest replies go (defaults to your account email)

Images

• Cover Image — A hero image displayed at the top of the email. Click the upload area or drag a file to add one.
• Additional Images — Extra images displayed in the email body. Click the + button to add more.

Images are uploaded to secure cloud storage and embedded with long-lived URLs so they display reliably in all email clients.

Email Style (Theme)

Choose from 8 visual themes to match your event's style:

Theme	Best For
Fotify Dark	Default dark theme with magenta and gold accents
Elegant Ivory	Weddings and formal events — cream tones with serif fonts
Modern Slate	Corporate events — dark navy with indigo accents
Romantic Rose	Weddings and romantic events — soft pink tones with serif fonts
Garden Green	Outdoor events — fresh green with emerald accents
Midnight Blue	Galas and evening events — deep purple with violet accents
Warm Sunset	Casual celebrations — warm tones with orange accents
Minimal White	Clean and professional — white with black accents

Select a theme and click "Preview" in the editor to see how it looks before saving.

Previewing and Testing

Preview

Click "Preview" on any template card (or inside the editor) to see exactly how the email will look. The preview uses your saved content, images, and selected theme. Use the language dropdown to preview in different languages.

Send Test Email

Click "Send Test" to send a test email to your own email address. Test emails:

• Are free and don't consume credits
• Include a [TEST] prefix in the subject line
• Use sample guest data (e.g., "John Doe" as guest name)

Always send a test before your first bulk send to verify the email looks correct in your inbox.

Sending Emails

Send to All Guests

1. In the "Send Emails" section, click the button for the email type you want to send (Save the Date, Invitation, or Reminders)
2. A confirmation dialog opens showing how many guests will receive the email
3. Optionally check "Send only to guests who haven't responded" to target only pending RSVPs
4. Select the default language for guests without a specific language set
5. Click "Send"

Emails are queued and sent in the background. You can monitor delivery progress in the stats section.

Send to Individual Guests

In the Guest Email Status table, each guest row shows available send actions:

• Send icon (pink) — Send an invitation to this guest
• Bell icon (blue) — Send a reminder to this guest (only for non-answered guests)

Resend to a Guest

Each guest can receive one manual resend per template type to prevent spam. After the initial send and one resend, further sends are blocked for that guest.

Email Statistics

The stats section shows real-time metrics:

Metric	Description
Guests with Email	Total guests that have an email address
Sent	Emails successfully queued and sent
Delivered	Emails confirmed delivered to the recipient's inbox
Opened	Emails opened by the recipient (requires open tracking)
Clicked	Recipients who clicked the RSVP button
Failed	Emails that bounced or failed to deliver

Credits Bar

Below the stats, the credits bar shows:

• X / Y used — How many credits you've consumed out of your total
• Z remaining — Credits still available

A Note on Open and Click Tracking

Open and click tracking relies on techniques that are not 100% accurate:

• Open tracking uses a tiny invisible image (tracking pixel). Some email clients block images by default (e.g., Outlook desktop, many corporate email systems), so opens may go untracked. Conversely, some clients like Apple Mail Privacy Protection automatically load images in the background, which can inflate open counts.
• Click tracking works by routing links through a tracking server. This is generally reliable, but some security-conscious email clients or corporate firewalls may pre-fetch links automatically, which can register false clicks.

As a result, treat open and click metrics as directional indicators rather than exact counts. Delivered count is the most reliable metric — if an email was delivered, the guest received it even if the open wasn't tracked.

Guest Email Status Table

The table shows every guest and their email status. Use the tools above the table to find specific guests:

Search

Type a name or email address to instantly filter the list.

Filters

• RSVP Status — Filter by Pending, Accepted, Declined, or Attended
• Email Status — Filter by Has Email, No Email, Sent, Not Sent, Delivered, Opened, or Bounced
• Click "Clear filters" to reset

Table Columns

Column	Description
Name	Guest's full name
Email	Email address (or "No email" if missing)
RSVP	Current response: Pending (gray), Accepted (green), Declined (red), Attended (green)
Save Date	Delivery status of the save-the-date email
Invitation	Delivery status of the invitation email
Reminder	Delivery status of the reminder email
Actions	Send/reminder buttons for eligible guests

Email Status Icons

• Clock — Pending or queued
• Send arrow — Sent to provider
• Green check — Delivered
• Purple envelope — Opened
• Blue pointer — Clicked
• Red X — Bounced or failed
• Red ban — Spam complaint

Multilingual Support

Email invitations support 17 languages: English, Spanish, French, German, Italian, Portuguese, Dutch, Polish, Russian, Turkish, Arabic, Hebrew, Hindi, Japanese, Korean, Chinese, and Danish.

How Language Selection Works

1. Each guest can have a messaging locale set in the guest list (editable when adding or editing a guest)
2. When sending, guests receive emails in their specific locale
3. Guests without a locale set receive the email in the default language you select at send time

Arabic and Hebrew emails are automatically rendered right-to-left (RTL).

Unsubscribe and Opt-Out

Every email includes an unsubscribe link in the footer. When a guest clicks it:

• They're immediately unsubscribed from all event emails for that event
• Their status shows as opted out in your guest list
• No further emails can be sent to that address for this event

You must respect opt-outs. Attempting to circumvent the unsubscribe system may result in your email feature being disabled.

Best Practices

Before Sending

• Always send a test email first to check formatting, images, and links
• Set organizer name and event name — these appear prominently in the email
• Upload a cover image — emails with images have higher engagement
• Choose a theme that matches your event's style and formality

Timing Your Emails

• Send Save the Date weeks or months before the event
• Send Invitations 3–6 weeks before the event
• Send Reminders 1–2 weeks before the event to non-responders
• Use the "Send only to non-answered" toggle to avoid emailing guests who already responded

Managing Responses

• Monitor the Opened and Clicked stats to gauge engagement
• Follow up with guests who received but didn't open (they may have missed it)
• Use filters to quickly find guests by RSVP status or email delivery status
• Check for bounced emails — these may indicate incorrect email addresses

Frequently Asked Questions

Q: How much do email credits cost? A: Email credits are sold in packs at different price points. Check the Email tab in your event dashboard for the latest pricing and pack sizes.

Q: Can I send emails without purchasing credits? A: Test emails are free and don't require credits. However, sending to actual guests requires purchased credits.

Q: What happens if I run out of credits mid-send? A: The bulk send stops when credits are exhausted. Already-queued emails will still be delivered. You can purchase more credits and send to the remaining guests.

Q: Can I customize the email design beyond the themes? A: You can customize the content (title, message, images, CTA text, subject line) and choose from 8 visual themes. The email layout structure is fixed to ensure reliable rendering across all email clients.

Q: Why can't I see open/click tracking? A: Open and click tracking must be enabled at your email provider's domain settings. Contact support if you need help enabling this. Also note that some email clients block tracking pixels or pre-fetch links, so these metrics are approximate — see the tracking disclaimer in the Statistics section above.

Q: What happens if an email bounces? A: Hard bounces (invalid email addresses) are tracked and the guest is flagged. Soft bounces (temporary issues like full mailbox) may resolve on retry.

Q: Can a guest receive the same email type twice? A: Each guest can receive one initial send plus one manual resend per template type. This prevents spam and protects your sender reputation.

Q: Do emails work with the RSVP system? A: Yes. Invitation and reminder emails contain a personalized RSVP button that links directly to each guest's individual RSVP page. When a guest responds through the link, their status updates in your dashboard in real time.

Q: Can I send to only guests who haven't responded? A: Yes. When sending bulk emails, check the "Send only to guests who haven't responded" option in the confirmation dialog. This works for all email types, not just reminders.

Q: What languages are supported? A: 17 languages: English, Spanish, French, German, Italian, Portuguese, Dutch, Polish, Russian, Turkish, Arabic, Hebrew, Hindi, Japanese, Korean, Chinese, and Danish. Arabic and Hebrew render right-to-left automatically.

Q: Why was my email feature disabled? A: If the content of your emails is flagged by our automated moderation system (for spam, offensive content, or policy violations), the feature is temporarily disabled. Contact support@fotify.app to resolve the issue.

Q: Are email credits refundable? A: Email credits are non-refundable and non-transferable between events. See our Refund Policy for details.

Pricing may vary depending on your country and currency. See the latest pricing on the pricing page.