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How to invite participants

Last updated on Feb 12, 2026

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Learn how to manage participant invitations in Adobe Connect, including bulk uploads, email invitations, and opt-in or opt-out options.

Inviting participants is a crucial pre-event step in Adobe Connect that helps ensure your event reaches the right audience and that attendees have all the necessary information. This guide walks you through the end-to-end process of inviting attendees, managing participant lists, and configuring permissions using Adobe Connect Central.

Whether you're hosting a closed-registration webinar or an open-access event, Adobe Connect offers flexible tools to streamline your invitation workflows.

The following topics are covered in this article:

Event email invitations
Upload users in bulk
Send email invitations

Opt out of event invitations
Download the opt out report
Facilitate opt in

Email event invitations

Adobe Connect provides multiple ways to send event invitations depending on your event type: registered (invite-only) or open (anyone with a link). You can either send invitations manually, in bulk, or customize them based on recipient groups.

Perform the following steps to create email event invitations:

Select Events in Adobe Connect Central.
Select an event from the list of events.
Select E-mail Options.

Email Options interface
Select a template and designate recipient groups or email aliases for users to send inquiries. You can specify a specific date for the custom trigger or set it to a date relative to when the event is created. For example, select Customize near the Send event invitations trigger.

View Customize the email template for more information.

Upload users in bulk

For large events, you can invite multiple participants at once:

Select an event from the list of events.
Select Participant Management in the Event Information section.
Select Import/Export List.

Participant Management tab showing the options for Import/Export List
Add guests and users to your event by uploading a comma separated value (CSV) file. The CSV file must include the first name, last name, and the e-mail address (separated from the name by a comma) of each invitee.

Send email invitations

After you’ve uploaded users in bulk, invite them to the event. An event invitation is an email message that is sent to event attendees, informing them of the date, time, duration, and URL of the event. The way that invitations are sent depends on the type of event:

Invitees only: If your event is for registered users only, you create a custom email message in Adobe Connect Central. You can send the email to all registered participants and presenters, presenters only, or participants only. You can customize the subject and message body.
Anyone: If your event is open to anyone who receives the event URL, you can create an email message in your default email program. This message contains a pre-populated subject and a pre-populated message (event date, time, duration, location, and summary), but you can edit the text.

Follow these steps to send email invitations to the users:

Select Edit/Send Invitations.
Edit the subject and the message body. If you edit the text, there are several fields in curly brackets ({}). In general, do not change any of the fields, unless you have a specific reason. The curly brackets contain variables that the system replaces with actual values that are specific to your event.

Edit E-mail interface
Select Send to send the event invitation to the users who’ve been invited.

Opt out of event invitations

Adobe Connect allows Event Administrators to provide recipients with the option to opt out of future event invitations. This feature ensures compliance with user preferences and helps maintain a clean and engaged mailing list.

Event Administrators can customize the email invitation template to include an Opt Out URL. When recipients click this link, they receive a confirmation email to finalize their opt-out request. Additionally, administrators can track opt-out activity through downloadable reports.

Add the opt out option to a template

To comply with email communication best practices and participant preferences, Adobe Connect allows you to include an opt-out link in your event invitation emails. By adding this option to your email template, you give recipients the ability to unsubscribe from future event communications.

Follow the steps below to configure the opt out feature in your event invitation template:

Select an event from the list of events.
Select E-mail Options.
Select Customize near the Send event invitations trigger.
Select Edit template in the email customization options window.

Edit E-mail interface showing the options to edit the template
Insert a Text component from the AEM Sidekick.

AEM SideKick interface
Select the text component and then select Edit.
In the text editor, select Invitations Opt Out URL runtime field and then select Insert.

Text editor interface
Select OK.

All invitations to participants will now contain the URL to opt out of the event.

Download the opt out report

After enabling the opt out option in your event invitations, you can track which users have chosen to unsubscribe. Adobe Connect allows Event Administrators to download an opt-out report that provides a detailed list of participants who opted out. This helps you manage your invitation lists and maintain communication preferences.

To download the opt out report, follow these steps:

Select Event Administration in Events section of Adobe Connect Central.

Events tab interface shwoing the option of Event Administration
Select Email Opt Out.
Select Download Opt Out Report and save the CSV file locally.

Facilitate opt in

To facilitate opt in for the interested users, follow these steps:

Select Event Administration in Events section of Adobe Connect Central.
Navigate to the Email Opt Out section.
Copy the Opt-in link from Event Invitations Opt-in Link For Your Account section.

Opt-in link
Share the link with the users who want to opt in to receive event invitations again.