--- title: Auto-Invite Participants Feature description: Invitations, Auto-Invites, Invitation Manager, Automate Invitations --- [Skip to content](https://nexusengage.com/support/auto-invite-participants-feature#main-content) English Show submenu for translations ![fb2acfcb-b621-467c-ac7f-d5d4beee378d-1](https://nexusengage.com/hs-fs/hubfs/fb2acfcb-b621-467c-ac7f-d5d4beee378d-1.png?width=200&height=53&name=fb2acfcb-b621-467c-ac7f-d5d4beee378d-1.png) Open main navigation Close main navigation - English Show submenu for translations - [Nexus Website](https://nexuscenter.io/) [Nexus Website](https://nexuscenter.io/) What are you looking for? - There are no suggestions because the search field is empty. 1. [Nexus Support Center](https://nexusengage.com/support) 2. [Engagement Hub](https://nexusengage.com/support/engagement-hub) 3. [Visit Scheduling and Management](https://nexusengage.com/support/engagement-hub#visit-scheduling-and-management) # Auto-Invite Participants Feature ## The Auto-Invite Participants feature automatically sends meeting invitations to selected participant roles when a visit is confirmed or updated. This capability reduces manual effort, ensures timely communication, and guarantees that all required participants always have up-to-date invitations. Auto-Invite is site-level configurable, allowing administrators and briefing managers to control which participant roles receive invitations automatically. #### Functional Summary When Auto-Invite is enabled: - Invitations are sent **automatically** without manual action - Updates are sent whenever confirmed visit details change - Invitation behavior is controlled **by role and site configuration** - Duplicate invitations are prevented - Standard meeting email templates are reused for consistency --- #### Key Capabilities - **Role-based automation** – invite only selected participant roles - **Trigger-based sending** – confirmation, updates, and participant additions - **Centralized configuration** – single Auto Invite section in Site Settings - **Consistent invitation status** – no manual follow-up required - **Backward compatibility** – existing site configurations are preserved --- #### Auto-Invite Participants – Overview Auto-Invite Participants ensures that participants never miss meeting communications. When enabled for a role: - Invitations are sent automatically when a visit is confirmed - Update invitations are sent whenever confirmed visit details change - Newly added participants receive invites immediately This applies only to roles where **Auto Invite = ON**. --- #### How Auto-Invite Participants Works Auto-Invite operates based on **three conditions**: 1. **Site-level Auto Invite is enabled** 2. **Role-level Auto Invite toggle is ON** 3. **The visit is in a Confirmed state** When these conditions are met, the system automatically sends invitations or updates without user intervention. --- #### Configuration & Administration ### Where to Configure **Settings → Site Settings → Edit Site → Email / Invitations → Auto Invite** Screenshot: *Auto-Invite Configuration Settings* ### Who Can Configure - Administrators - Briefing Managers ### Available Role Toggles By default, Auto-Invite is **ON** for: - Meeting Owner - Coordinator - Facilitator - Room Admins may turn any role ON or OFF and save changes at any time. --- #### User Flow – Step-by-Step ### Step 1: Configure Auto Invite (Admin / Briefing Manager) 1. Navigate to **Edit Site Settings** 2. Open the **Auto Invite** section  **INSERT IMAGE 2** 1. Enable or disable role toggles as needed 2. Click **Save** --- ### Step 2: Confirm the Visit 1. Create and review the visit 2. Change visit status to **Confirmed** Result: - Invitations are automatically sent to all roles with Auto Invite = ON --- ### Step 3: Update a Confirmed Visit (Optional) If a confirmed visit is updated: - Date - Time - Location - Agenda - Participants Result: - Update invitations are sent automatically - Invitation status updates to **Awaiting Response** --- #### Notification & Invitation Behavior ### Automatic Triggers       | Trigger Event | Invitation Behavior | | --- | --- | | Visit confirmed | Initial invitations sent | | Visit date/time/location updated | Update invitations sent | | New participant added | Invitation sent immediately | | Role Auto Invite turned OFF | No automatic invitations |       ### Invitation Status Behavior - Participants never appear as **Not Sent** - Participants never show **Update Required** - Status transitions automatically to **Awaiting Response** - Temporary **Sending** status may appear during dispatch --- #### Important Considerations & Limitations - Auto-Invite applies **only to confirmed visits** - Roles with Auto Invite = OFF require **manual sending** - Uses existing standard meeting email templates - Invitation sending is automatic regardless of user role - Duplicate invitations are prevented automatically - If all Auto Invite toggles are disabled, no automatic invitations are sent --- #### FAQs **Who receives automatic invitations?** Only participant roles with **Auto Invite = ON** in Site Settings. **Can Auto-Invite be changed after a visit is created?** Yes. Changes apply immediately and affect future confirmations and updates. **What happens if a visit is updated multiple times?** The system batches updates and prevents duplicate invitations. **Are manual invites still available?** Yes. 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