Table of Contents

Creating an invitation email

Julia Walther Updated by Julia Walther

The following example shows how to configure an invitation e-mail using the Modern template.

1. General basic functions

1.1 Drop-Down menu

With the help of this function, you have the option of not having to go through each configuration process in turn. Within this menu, you can select which step or which module you want to edit and adapt.

1.2 Preview function

At any time, you can use the general preview function to see the current processing status of your e-mail. To do this, the changes you have made do not have to be saved beforehand.

2. Menu areas

2.1 Email type and template

First select the e-mail type 'Invitation' and the 'Sweap Template 'Modern' 1.2.2'. 

2.2 Sender information

In the next step you have the possibility to note down sender information, just like with the template "Classic". To do this, please enter a subject and add a sender name (alias) to the e-mail. In addition, you can optionally select a reply e-mail address (reply-to). If you do not insert a reply e-mail address, the no-reply address of Sweap will be used ( This means that no replies are possible, because they would disappear into nirvana.

2.3 Logos, texts & images

In the next step you edit the content and the design of your e-mail of the template Modern. You can integrate logos as well as an image, note headlines and write down a continuous text for your e-mail.

The following modules can be entered:

  • Logo left (optional)
  • Logo on the right (optional)
  • Headline
  • Subheading
  • Image (appears as header image in the upper part of your e-mail)
  • Deactivate generated salutation
  • Continuous text

Please note the size in pixels of the logos and the image as specified by the system, so that an optimal representation in your e-mail can be guaranteed later. You can also test the display of your logos and images at any time using the preview function.

Sweap generates the appropriate salutation automatically and you no longer need to pay attention to this in your continuous text. However, if you do not want an automatically generated salutation, simply check the box 'Disable generated salutation'. 

When entering continuous text, please also observe the formatting instructions given so that display problems can be avoided.

You can also specify the size of the continuous text to be displayed. To do this, simply go to Size and select the desired display:

If you select 'Standard', the size of your continuous text is reset to the standard size. 
You can integrate not only a text, but also links or additional images.

Inserting images into the continuous text is a little insider tip: Simply insert the link to the desired image and the system immediately recognizes this link and inserts the linked image into the continuous text. 

2.4 Colors & stylings

In the next editing step you define the colors and styles of your e-mail template. You can assign the following colors:

  • Main color (for example your CI color)
  • Background color
  • Outer background color
  • Text color (including the generated salutation)
  • Headline Color 
  • Subheading Color
  • Login Button Colour
  • Direct Cancellation Button Color
  • Direct Commitment Button
  • Call to Action Button Color
  • Call to Action Button right Color

If you do not assign a color to a menu field such as the color of the heading or the login button, the system always uses the defined main color for these items. 

2.5 Buttons & other elements

The next step is to set the buttons and other elements such as an optional calendar sheet.

Within this editing step you can name the Login, Direct Rejection, Direct Commitment and Call To Action buttons. With the Call to Action Button you have the possibility to link to a file or a website. If you set a blank space before the actual text when assigning the button name, the system will adopt these spaces and thus widen the button. 

Please note the usage rights when using files for the Call To Action button.

The Accept and Cancel buttons always appear on the right-hand side of your e-mail. However, you have the option of specifying whether your Call To Action Button should also appear to the right below the other buttons or whether it should be displayed further down the centre of your e-mail. If you enter a text in the "Text Call To Action Button" field, the button will appear in the middle of your body text, but if you write the text in the "Text Call to Action Button in the right bar" field, the button will appear to the right below the other buttons. 

We have decided to display the button in the middle below the body text, which can also be shown with the preview function:

You can also decide whether a calendar sheet with the date of the event should be displayed in the invitation. The display is activated by setting a check mark; if you remove the check mark, this function is deactivated. 

You can also use the checkbox to hide the small arrows on the left and right.

In the following configuration step you define all settings for your footer. Please note that the same formatting conditions apply to the text of the footer as to the body text.

You can also integrate an image into the footer. When doing so, please again consider the optimum size specified by the system.

If you want to support Sweap, you can activate the Sweap Footer by placing a check mark.


Please note the legal requirement that an unsubscribe link is integrated into the footer. Therefore, this link is already stored in the system for marketing mails and is automatically integrated into the footer. If the customer clicks on this integrated link in the e-mail template, he will be automatically forwarded to an unsubscribe area.

This is how the legally required unsubscribe link looks like in the finished e-mail template.

 Using the preview function we can view the selected footer:

2.7 Invitation settings

By activating the registration button, the guest is taken to the registration page and the corresponding form with a single click. Please deactivate this button only if you do not use a registration form. 

Furthermore, you have the option of activating the direct acceptance or direct rejection. By activating this option, the guest will be accepted or rejected directly from the e-mail without being directed to the registration form.

If you activate direct acceptance and rejection, it is still necessary for the guest to confirm the action once. This is necessary to prevent unwanted acceptance or rejection by automatic spam checks.

Please note that a direct forwarding, for example to the login page, cannot be checked in preview mode or in the test email, as these functions are only intended to test the designs and presentation. Therefore, the buttons will be shown to you in the preview, but the forwarding will not work yet.
2.8 Additional options

In the penultimate step of the configuration of your e-mail, you have the option to attach an iCalendar file or integrate a link to it.


This way, the iCal file will be integrated into the email when you choose a link in the email:

2.9 Test and create email

In the last step of the e-mail generator you have the possibility to test your created e-mail template before you create it. To do so, enter an e-mail address to which you want to send your test mail.

You can activate an activation for tracking the opening rate by placing a check mark. Please activate this field only if you have the explicit consent of all invited guests to save their personal opening rates.

Here you can name your e-mail template. We recommend that you use a unique name so that you can clearly assign the template when sending it.

And your newly set up e-mail is ready and appears in your overview. You can change settings at any time or open the preview directly.


 And here the now finished e-mail with the template 'Modern' for an invitation:

If you want to change something in the template afterwards, you can of course do so at any time.  

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