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Invite Participants by Email

OuiRace lets you invite participants directly by email from the organizer dashboard. Invited individuals receive an email containing a pre-configured registration link for your race.

When to use invitations?​

Email invitations are particularly useful for:

  • Private races: inviting members of a club, company, or association.
  • Reserved spots: pre-inviting VIP participants or partners.
  • Reminders: reminding interested individuals about the event.
  • Unlisted races: sending the registration link to selected individuals when the race is in unlisted mode.

Sending invitations​

Opening the invitation modal​

  1. Open your race from the organizer dashboard.
  2. Go to the "Participants" tab.
  3. Click the "Invite participants" button above the table.

[SCREENSHOT: "Invite participants" button above the participants table]

Entering email addresses​

The invitation modal opens and lets you enter email addresses:

  1. Enter the email addresses of the people you want to invite.
  2. You can enter multiple addresses separated by commas or line breaks.
  3. Select the race format the participants are being invited to.
  4. Click "Send invitations".

[SCREENSHOT: Invitation modal with email input field and format selection]

Bulk entry

You can paste a list of email addresses directly into the input field. OuiRace automatically detects addresses separated by commas, semicolons, or line breaks.

Selecting the format​

Each invitation is associated with a specific format of your race. Invited participants will be directed to register for that format.

FieldRequiredDescription
Email addressesYesOne or more email addresses of the people to invite
Race formatYesThe format (distance and price) offered to invitees

Invitation email content​

Invited participants receive an email containing:

  • Your race name and description.
  • The format they are invited to (distance and price).
  • A direct registration link that takes them to the pre-configured registration page.
  • The dates and location of the race.
Email customization

The invitation email is automatically generated by OuiRace using your race information. The content is not customizable, but it includes all essential information.

Tracking invitations​

After sending invitations, you can track who has actually registered by checking the participant list.

Invalid addresses

If an email address is invalid or malformed, the invitation will not be sent for that address. OuiRace will notify you of any failed addresses after sending.

Best practices​

  • Verify addresses: make sure the email addresses are correct before sending.
  • Choose the right format: select the format suited to the invitees' level.
  • Send early: invite participants well in advance to give them time to organize.
  • Combine with visibility settings: for a private race, use the unlisted mode and only invite the relevant people.

Next steps​