Tracking guest communications
Learn how to log and view all save the dates, invitations, reminders, and thank you cards sent to each guest, with automatic tracking for digital communications.
Log and view all emails, messages, and interactions sent to each guest.
WedSites helps you keep track of what you've sent to each guest and how. Whether it's save the dates, invitations, reminders, or thank you cards, you can record when and how each communication was sent.
How to record communications
Go to Guests in your main navigation
Click on the guest
Go to the RSVP tab (for reminders) or Stationery tab (for save the dates, invitations, and thank yous, which is also labelled Messages on the tab)
For each communication type, you can set:
Date sent - When you sent it
Method - How it was sent
Communication types you can track
Save the date
Record when and how you sent the save the date. Check the Save the date box, set the date, and choose the method.
Invitation
Same thing for your invitation. Check the Invitation box, set the date, and choose the method.
Thank you
Track when you've sent a thank you card or note after the wedding.
RSVP reminder
If you've sent a reminder to this guest to RSVP, record it here.
Sending methods
For each communication, you can choose how it was sent:
Sent online - You used WedSites to send it digitally
Posted - You mailed a physical card
Hand delivered - You gave it to them in person
Other - Any other method
Sending ecards online
If you have the ecards feature, you can send save the dates and invitations directly through WedSites. Click Send online next to the communication type, and WedSites will email the ecard to the guest (as long as they have an email address on file).
If the ecard has already been sent, you'll see a View message link instead.
Automatic tracking
When you send ecards through WedSites, the tracking happens automatically. You'll see:
When the email was sent
When it was opened
When the guest clicked a link in the email
This is all tracked behind the scenes. No manual entry needed.
Stationery status column
In your guest list, you can turn on the Stationery column to see each guest's communication status at a glance. Statuses include:
Ready to send - Email is on file, nothing sent yet
Sent - Email has been sent
Opened - Guest opened the email
Clicked - Guest clicked a link in the email
Save the date sent - Save the date has been sent
Invitation sent - Invitation has been sent
RSVP reminder sent - Reminder has been sent
Thank you sent - Thank you has been sent
Household has email - No email on this guest, but their household has one
Missing email - No email on file
Tips
Send online when you can. Digital sending gives you automatic tracking. Paper cards need manual tracking.
Check the stationery column. It's the quickest way to see who you've communicated with and who still needs attention.
Don't forget thank yous. After the wedding, use the tracking to make sure everyone gets a thank you note.
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