How to send Invitations?

Update Since 6/17/2025

In this article, you’ll learn how to send invitations to parents so they can register for your active programs.

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This will require you to create an Excel Spreadsheet with the following heading information: 

• One Invitation Email (Parent Email)
• Participant First Name
• Participant Last Name
• Student ID
• Date of Physical (mm/dd/yyyy)
• Participant Birthdate (mm/dd/yyyy)
• Gender
• Parent First Name
• Parent Last Name
• Parent Email
• Parent Cell Phone

Click Here to Download an Excel Template

Click images to enhance if necessary.

Click here to view a tutorial video on Invitations.

Sections

How do I start an invitation?

Can I customize the email invitation?

How do I add more students to my Invitation?

How do I start an invitation?

1. Click Invitations.

2. Click Add New Invitation.

3. Add a Name for your invitation.
   • Click Save & Continue.

4. Open an Excel Sheet. 
   • Enter the following columns and information:
     • One Invitation Email (Parent Email)
     • Participant First Name
     • Participant Last Name
     • Student ID
     • Date of Physical (mm/dd/yyyy)
     • Participant Birthdate (mm/dd/yyyy)
     • Gender
     • Parent First Name
     • Parent Last Name
     • Parent Email
     • Parent Cell Phone
   • Save your Excel Sheet as a CSV File only.
     • You'll need to save your Excel sheet as a CSV before you upload it into the Invitations tab.

5. Upload your saved Excel Sheet.

6. Identify and map all of the fields to their corresponding registration-required fields.
   
   • Click Save & Import.

Please note: You’ll need to ensure the corresponding fields are checked in the registration’s editing section. To verify this, click Edit on your registration and confirm the fields are selected under Step 4: Participant.

7. Select a program you want to invite your participants to.

8. Indicate the following:
   • Program registration is REQUIRED.
   • Allow recipients to decline registration.
     • Click Save and Continue.

Can I customize the email invitation?

The email invitation is standardized with clear instructions to help users create an account with Arbiter Registration. It also includes buttons that link directly to the programs you want them to register for. Because of this, there are limitations on what you can edit or customize in the invitation.

1. Select the following:
   • Indicate who the email invitation is coming from.
   • Specify who the user can reply to.
   • Enter an email subject. 
     • Please note that the subject line of the email invitation is automatically generated to include the participant’s first and last name.

2. Review the standardized email invitation. 

   • You’re welcome to enter a small custom message in the text box below.

3. (Optional) Add an agreement to your invitation. 
   • Type an agreement for users to acknowledge the terms and conditions of registering for your programs. This ensures that recipients are legally authorized to register participants for the program they’ve been invited to.
   • Click Save and Continue.

4. Preview the email invitation, then click Send now.

How do I add more students to my Invitation?

Before adding more students, make sure you’ve completed an Excel sheet with the required columns. Please review How do I start an invitation? and follow the instructions carefully before proceeding.

Make sure to save your Excel sheet as a CSV file; otherwise, you will not be able to upload students. 

Click here to learn how to save your Excel sheet template as a CSV File 📩

1. Click File.

2. Click Save As.

3. Under Save as type: select CSV (Comma delimited).
4. Click Save.

1. Click Invitations.

2. Click the three dots on the far right-hand side of the Invitation template.
3. Click Edit.

3. Click Add recipients.

4. Click New CSV File.

5. Upload the CSV File that contains your new recipients. 

   • If you can’t find your file or it’s not appearing, make sure it is saved as a CSV file.

6. Click Save and Continue.

7. Edit your email template, and click Save and Continue.

8. Review your email template, then choose either Send to all or Send to new.
   • If you haven’t sent the invitation before, Send to all is the best option.
   • If you’ve already sent the invitation previously, choose Send to new to reach only those who haven’t received it yet.

Want to learn more? View and register to attend our upcoming training sessions by clicking here.

Related to

• Student Registration