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Working with email participants in events

It is possible to invite participants who are not members of the organization to events in Stackfield. These so-called email participants can receive invitations to events by email, but do not have access to the organization and its content. The recipient does not need a Stackfield account to confirm an event.

Note: The invitation of email participants to events can only be used in unencrypted rooms. Due to your role or the settings of the organization the function may be restricted from you (see: Options for admins).

See also: How do I work with people outside my company?

What do email participants see?

All email participants will receive an email from Stackfield inviting them to the event and allowing them to join or cancel directly. If the event also contains a conference link, it can be accessed via the email and the conference can be joined at the appropriate time. The event can be added to the calendar via an attached file.

Email invitation for an event in Stackfield

Tip: Leave a personal message and the content to be discussed in the agenda of the event to add it to the automated email.

How can email participants be added to an event?

Email participants can be added in the opened event in the same way as members of the organization by clicking the "Plus" button in the Participants section and selecting Email participants. Here you can either search for a previously created email participant (using the email address or the display name) or create a new email participant. The desired person can be added by placing a check mark. If you are not allowed to do so, you will receive a message at this point.

Add an email participant to an event

Options for admins

Overview and administration of all email participants

In the organization settings, the organization's admin gets an overview of all email participants in the Email Participants tab and can manage them. Via the "More" button (symbol: "Three points") next to the respective name he is able to remove or block them or change their display names.

Orga participant
Overview over all email participants in the organization settings

Who can add email participants?

You can define whether and who is allowed to add email participants to events in the Permissions tab of the organization settings under Add people (Options: Admins & Members / Admins / Nobody).

Orga permission
Who is allowed to add email participants to event?

Note: Guests and externals (-> roles) cannot add email participants to events.

Determine the scope of information in the emails

In the Settings tab of the organization settings, you can also determine whether unencrypted data in email notifications may be passed on to the "outside world".

Orga approval
Is it allowed to send unencrypted data in email notifications?
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