Invitations

• Backend: open Components → JEM and select Invitations in the Control Panel.
• Frontend: open the published Invitations menu item. Create JEM Menu includes this entry under Management.
• The Tickets view also provides a link to invitation management.

1. Enable the JEM Mailer plugin and configure Joomla's outgoing mail.
2. Configure the scheduled task JEM - Process scheduled notifications. This task delivers queued notifications and releases expired invitation assignments.
3. Grant operators the required JEM permissions in Components → JEM → Settings → Permissions.
4. For guaranteed invitations, configure the event's organiser reserved quota before assigning invitations.

Menu visibility does not grant management permission. Authorised invitation managers can see recipient names and email addresses. Payment and admission permissions are separate.

Issuing a guaranteed invitation does not increase the organiser quota. The assignment must fit both the available quota and any applicable area or price limits.

Complimentary invitation means that no payment is required. It can apply to either invitation type and does not change the event's public price.

1. Select the Event and click Open.
2. Choose This session or All current sessions in this series. Series scope also applies to new occurrences generated later.
3. Select individual Joomla users, selected groups or all active users. Group selection uses direct membership; select child groups separately when needed.
4. Optionally enter external guests, one per line, using Name; email:

   Ana Smith; This email address is being protected from spambots. You need JavaScript enabled to view it.
   Luis Jones; This email address is being protected from spambots. You need JavaScript enabled to view it.

5. Choose the invitation type and the number of places per recipient, per session.
6. For a priced event, select the admission price. For a capacity-only event with areas, select the area. The selection must be valid for every included session.
7. Review Complimentary invitation. It is selected by default for operators with the required permission. Clear it when payment is required.
8. Optionally set Reply by and enter a personal message. The deadline includes the selected day in Joomla's configured timezone. A blank deadline still respects the event's registration closing rules.
9. Click Preview. Review the recipients, exclusions, sessions, places and guaranteed amounts. Preview does not save invitations or send email.
10. Click Send. JEM checks the reviewed information and capacity again, saves the invitations and queues their personalised notifications.

Duplicate recipients are included once. An external email belonging to an active Joomla account is treated as that Joomla user. Blocked or unverified accounts are excluded, and existing registrations or invitations are not overwritten. Review explains any exclusions.

The organiser allocation is part of the event capacity. It contains places available to assign, places assigned to pending invitations and confirmed places originating from that quota.

Organiser pool total = Available to assign + Assigned, awaiting reply + Confirmed from organiser pool.

For an organiser quota of 20 places, assigning five places leaves 15 available. If three are accepted, the figures become 15 available, two awaiting reply and three confirmed. The organiser total remains 20.

Confirmed invitations also appear in the event's confirmed total; do not count them twice. In Tickets, the Reserved figure represents the unconfirmed organiser balance, with the detailed breakdown available in its tooltip.

1. The recipient receives a personalised email identifying the sessions and invitation conditions.
2. The recipient opens the private link and reviews the offer. An external guest does not need a Joomla account. A logged-in Joomla recipient can also open their invitation from the event.
3. The recipient explicitly selects Accept or Decline. Opening the link alone does not change the reservation.
4. After confirmation, JEM queues an email containing the reservation PDF and QR. A waiting-list response does not receive a valid admission ticket.
5. The response page also offers the PDF during its restricted 30-minute session. Guests should keep the email attachment and contact the organiser for later assistance.

An open invitation shows the current amount and whether acceptance would join the waiting list. Reusing an accepted response link cannot allocate places again.

The QR itself is not proof of payment. An authorised cashier can record cash or a verified bank transfer. JEM's invitation feature does not process card payments or execute bank transfers. Admission can be recorded for part of the confirmed places, leaving the remainder available for later entry.

• Resend: available for pending, unexpired invitations. Creates a new response link and invalidates the previous one without assigning extra places.
• Withdraw invitation: releases pending guaranteed assignments into the organiser's available quota. For a series, it also stops invitations to new occurrences. Already confirmed reservations remain confirmed.
• Expiry: immediately prevents further responses. The scheduled notification task releases pending assignments; the organiser can also withdraw them.
• Cancel a confirmed reservation: use the registration-management workflow. Cancelled guaranteed places return to the organiser quota. Existing payment, refund and admission rules still apply.

For partial cancellation of a priced reservation, use the commercial order-management workflow so its item and payment history is preserved. An ordinary reservation edit cannot exceed the offered quantity or reactivate a declined or withdrawn invitation. A guaranteed reservation cannot be moved to the waiting list.

Unsent notifications with obsolete invitation links are cancelled while their history is retained. An email already being delivered cannot be recalled, but its obsolete response link no longer works.

1. An external guest receives a complimentary place

A public talk has capacity 100 and 20 organiser places. Invite Ana by email for one place, choosing This session, a guaranteed place and Complimentary invitation.

Before acceptance, the organiser figures are 19 available, one awaiting reply and zero confirmed. Ana accepts without logging in: the figures become 19 available, zero awaiting reply and one confirmed. The total remains 20. Her PDF/QR can be checked for admission without inventing a payment.

2. Joomla group members receive an open invitation

A workshop has capacity 30, including six organiser places. Select two Joomla groups, choose Invitation without guaranteed places, offer one place per user and add a personal message.

A user in both groups receives one invitation. Sending holds no capacity. Each acceptance checks general availability; the waiting list can apply when enabled. For a paid workshop, clear Complimentary invitation and record the actual external payment before admission.

3. A series invitation continues after earlier sessions are accepted

A training series contains Sessions A, B and C. Invite Luis to one guaranteed place using All current sessions in this series. Preview lists the three sessions, and Luis accepts them together.

When JEM later generates Session D, it creates a new pending invitation for Luis using that session's organiser quota. Sessions A, B and C retain their responses and reservation locators. Session D requires a new response.

An invitation only to Session B would not continue to D. Withdrawing the series invitation stops future invitations while preserving confirmed bookings. Expired or declined invitation rules do not continue to new occurrences.

4. Guaranteed places require payment at the ticket desk

An event offers a EUR 15 admission price linked to its VIP area. With enough organiser quota and area capacity, invite an external guest to two guaranteed places and clear Complimentary invitation. Preview shows EUR 30.

The pending invitation holds the two places. A later change to the public price does not alter that guaranteed offer. Acceptance confirms the places, but they remain unpaid. The cashier records the actual EUR 30 cash payment. The QR stays the same, and entry checks use the updated payment state. Admitting one person leaves one place for later entry.

• This invitation-management workflow is a JEM 5.1 feature.
• Existing legacy invitations are not automatically converted into guaranteed or continuing series invitations.
• One send operation assigns the same quantity and selected admission price or area to each recipient, for every included session.
• Numbered seat selection and mixed admission types within one invitation are not included.
• External guests receive restricted invitation access, not a Joomla account or general access to other registrations.