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How to Create an Account Template for Invitations
How to Create an Account Template for Invitations

Find out how to set up pre-designed email and form templates via the Account Settings for your events

Carolin Gonschorrek avatar
Written by Carolin Gonschorrek
Updated over a week ago

On the Enterprise level, Account Owners and users with permission to access the 'Customisation' section of the account settings are able to create, edit and save account level templates for zkipster's Invitations feature.

This feature saves busy event teams from having to create an email and/ or response form from scratch every single time they need to prepare online invitations for an upcoming event.

Creating a new Account Template

To create a new account level template for your invitations,

1. Go to 'Account Settings'

2. Click on 'Customization' and

3. Select the 'Templates' tab

4. Click on the 'New Templates' button on the top right corner

5. Select your template format from the options provided, as needed

Again, please note that this section is only available to Account Owners or users with permission to access the 'Customisation' section on the account.

Designing your Account Template

Once you have selected your template, you can go ahead and design your template as needed via the 'Composer' section of your Email Builder:

You can find more in-depth guidance on how to customise your email design via the text and image sections in our other help articles on Invitations.

Any sections of your invitation that should not be modifiable on the event level can be can locked inside the respective tab, preventing changes to its content or formatting by anyone using this template:

Pro Tip: you can enable the ‘Attachments’ and ‘Guest Picture’ Response Fields on your Invitation Template in order to have your guest submit a document such as Proof of Vaccination, ID/Passport image, an Event Waiver or any other documents you might require. The uploaded documents will be available for visualisation and download under the Guest Profile. Please check out this article for more information on Form Attachments.

Using an Account Template as an Invitation

Your finished account templates will then sit as ready-to-use design options inside the 'Create Invitation' tab of your event, underneath the normal event level template options:

You can sort your account templates by either

  • Last Modified or

  • Most Recently Used

Saving an Existing Event Invitation as a Template

You can, alternatively, rather than creating an account level template from scratch, use an existing event level invitation as save it as an account level template to your Account Settings.

Simply click on the 'Save as Template' icon next to your invitation on your Invitations Overview screen:

Please note that this function and icon is only visible for the Account Owner and users with permission to access the 'Customisation' section of the account.

Account Template Restriction

You can also restrict access to the Account Templates with the type of permission given to users and teams. Please check these articles to learn more about the different permission schemes and how to create and manage teams.

The Account Permission Scheme assigned to a user needs to include Customisation:

For users assigned in Teams, the Event Permission Scheme needs to have the Invitations or Consent Forms enabled:

You will see the icons of the Individual users or Teams listed under the 'Access' column in both the Invitation templates table and the editor header banner. The types of access are:

  1. Restricted (with no user images) - if assigned to a team with no members included

  2. User icons and photos - if assigned to users and/or teams with users in them

  3. Unrestricted - if no users nor teams are assigned

Editing Existing Account Level Templates

Account Owners and Administrators can view and edit any existing account level templates via the 'Templates' screen inside the Account Settings.

In addition to being able to go back into a template and modify it, those users are also able to

  • Mark a template as active or inactive (Please note that by inactivating a template other team members will no longer be able to view and use it as an invite)

  • Duplicate a template

  • Delete a template

Important Need-To-Knows

  1. Template thumbnails might take a few seconds to be populated and require a page refresh.

  2. Templates do not support the ‘Link to Form’ function. The linked form cannot be stored as a template, nor can a template be edited to link to a form.

  3. Unlocking previously locked sections in an account level template will not unlock those sections on invitations already created from that template.

  4. Event level custom field tags already embedded in the text will also be stored in the account level template.

  5. The ‘Send Test Email’ for account level templates will not populate tags with dummy data. Instead, it will display the placeholders as they are to guide the user on where the content will be.

  6. If a user downgrades from the Enterprise to the Professional plan level, any invitations previously created from account level templates will persist on the event with their respective locked sections.

  7. Send to filtered segment for Guest Status will not be stored with the account level template

  8. For any custom fields linked to conditional visibility, the 'Conditional Visibility´ toggle will be turned off when storing the account level template

  9. For custom domains, if the default domain is changed at the account level, all account level template domains will consequently be changed as well. Previously saved invitations keep the previously selected domain, unless it is deleted or removed from the account

  10. Session visibility data is stored in the account level template, but not the selection settings. It will instead default to 'All' with multiple options and ‘No Limit’ when using the account template to create a form.

  11. All Invitation Account Templates will have an 'Unrestricted' access after creation.

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