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Invitations & RSVPs


This guide covers how to send invitations to players and manage their RSVPs in PlayerPing.


Overview


PlayerPing allows you to invite players to events through:

  • Individual Invitations (Pinging) - Select specific players
  • Broadcasting - Invite all club members at once

Players receive invitations via:

  • Email (free)
  • SMS (1 credit per player)
  • WhatsApp (1 credit per player, coming soon)

Sending Individual Invitations (Pinging)


Step-by-Step Process


  • Open Event Details
  • Navigate to Events from the menu
  • Click on the event you want to invite players to

  • Select Players
  • Scroll to "Select Players to Ping" section
  • Check the boxes next to players you want to invite
  • You can select multiple players at once
  • Only players matching the event's sport are shown

  • Send Invitations
  • Click "Ping Selected Players" button
  • Wait for confirmation message
  • Selected players will receive notifications

Player Selection Tips


  • Filter by Sport: Only players matching the event's sport appear
  • Response Status: Players who already responded show their status (YES/NO/PENDING)
  • Ratings: Player star ratings help you identify reliable players
  • AI Recommendations: Use the AI Recommendations button to get suggested players based on ratings, past feedback, and availability. You can add optional context (e.g. "Prefer reliable players"). See Event Management for details.
  • Multiple Selection: Select as many players as needed

What Players Receive


When you ping players, they receive:


  • Email Notification (if email enabled and player has email)
  • Event details (date, time, location, sport)
  • Direct RSVP link
  • If time proposals enabled: Note about proposing alternative times

  • SMS Notification (if SMS enabled and you have credits)
  • Short message with event details
  • RSVP link

  • WhatsApp Notification (if WhatsApp enabled and you have credits, coming soon)

Credit Costs


  • Email: Free (no credits required)
  • SMS: 1 credit per player
  • WhatsApp: 1 credit per player (coming soon)

Credits are only deducted for SMS and WhatsApp notifications. See Credits & Notifications for more information.


Broadcasting to Club Members


When to Use Broadcasting


Broadcasting is ideal when:

  • You need to fill a roster quickly
  • The event is associated with a club
  • You want to reach all club members at once
  • You're looking for additional players

Requirements


  • Event must have a Home Club assigned
  • Club must match the event's sport
  • Event status must be OPEN

How to Broadcast


  • Open Event Details
  • Navigate to the event page
  • Ensure event has a home club assigned

  • Start Broadcast
  • Click "Broadcast to Club" button
  • A modal window will appear

  • Select Target Audience
  • All Players - Send to all club members
  • Men Only - Send only to male club members
  • Women Only - Send only to female club members

  • Review Preview
  • Check the message preview
  • Verify the club name and event details

  • Send Broadcast
  • Click "Send Broadcast"
  • Wait for confirmation

Broadcast Behavior


Broadcasting sends invitations to:

  • All players in the selected club
  • Who play the event's sport
  • Who match the gender filter (if selected)
  • Who haven't already responded to the event

Note: Broadcasts use email and WhatsApp only (SMS disabled to reduce costs).


How Players Receive Invitations


Email Invitations


Players receive an email with:

  • Event details (sport, date, time, location)
  • A personalized RSVP link
  • Information about time proposals (if enabled)

The email includes clickable links for easy RSVP.


SMS Invitations


Players receive a text message with:

  • Brief event information
  • RSVP link (shortened URL)

SMS messages are concise due to character limits.


WhatsApp Invitations (Coming Soon)


When available, players will receive WhatsApp messages with event details and RSVP links.


RSVP Process for Players


Player's View


When players click the RSVP link:


  • View Event Details
  • See date, time, location
  • Understand what they're being invited to

  • Respond
  • Click YES to confirm attendance
  • Click NO to decline
  • Response is saved immediately

  • Propose Alternative Time (if enabled)
  • If event allows time proposals
  • Click "Propose New Time"
  • Enter proposed date and time
  • Add optional message
  • Submit proposal

Response Statuses


  • YES ✅ - Player confirmed attendance
  • NO ❌ - Player declined invitation
  • PENDING ⏳ - Player hasn't responded yet

Viewing Responses


Event Details Page


The Responses section shows:

  • Player Name
  • Response Status (YES/NO/PENDING)
  • Response Time - When the player responded
  • Icons - Visual indicators for each status

Response Tracking


  • Responses update in real-time
  • You can see who confirmed, declined, or is pending
  • Response times help you track engagement

Roster Status


The event page displays:

  • Men: X / Y - Confirmed men vs required
  • Women: X / Y - Confirmed women vs required

This helps you see at a glance if you need more players.


Managing Responses


Full Roster Handling


When an event reaches its required number of players:

  • Additional players can still RSVP
  • They'll see a message: "Thanks for your interest, but the team is now complete"
  • You can still invite more players if needed

Following Up


  • Check Pending Responses
  • Review players who haven't responded
  • Consider sending reminders

  • Invite More Players
  • If roster isn't full, ping additional players
  • Use broadcasting if you need many players

  • Update Event
  • Change required players if needed
  • Adjust event details if necessary

Notification Settings


Your Notification Preferences


Control how invitations are sent in Settings:


  • SMS Enabled - Send SMS notifications (costs credits)
  • Email Enabled - Send email notifications (free)
  • WhatsApp Enabled - Send WhatsApp notifications (costs credits, coming soon)

See Credits & Notifications for details.


Player Contact Information


For best results:

  • Ensure players have email addresses
  • Verify phone numbers are correct
  • Include country codes in phone numbers

Best Practices


Invitation Timing


  • Send Early - Invite players as soon as event is created
  • Follow Up - Ping players who haven't responded
  • Remind - Send reminders a day or two before event

Player Selection


  • Check Ratings - Consider player ratings when selecting
  • Match Sport - Only players matching the sport are shown
  • Balance - Ensure gender requirements are met

Broadcasting Strategy


  • Use for Large Events - Broadcasting is efficient for filling rosters
  • Gender Filtering - Use gender filters to target specific needs
  • Timing - Broadcast early to give players time to respond

Credit Management


  • Monitor Balance - Check credits before sending many invitations
  • Use Email - Email is free, use it when possible
  • Purchase Credits - Buy credits in Settings when needed

Troubleshooting


Players Not Receiving Invitations


  • Check notification settings (SMS/Email enabled)
  • Verify player contact information is correct
  • Ensure you have credits (for SMS/WhatsApp)
  • Check spam/junk folders for emails

Can't Select Players


  • Verify players exist for the event's sport
  • Check that players are in your roster
  • Refresh the page

Broadcasting Not Available


  • Event must have a home club
  • Club must match event's sport
  • Event status must be OPEN

Credits Not Deducting


  • Email notifications are free (no credits)
  • Only SMS and WhatsApp cost credits
  • Check your credit balance in Settings

Response Not Updating


  • Refresh the event page
  • Check that player clicked the correct link
  • Verify response was saved

Related Guides




*Want to allow players to propose alternative times? Check out the Time Proposals guide!*


Previous: Event ManagementNext: Time Proposals
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