Updated: 03 October 2026 · Check current costs and confirmation before sending.
Choose event and card purpose
Start with Wedding, Send-off or Other event, then choose Invitation or Thank you. The wording and design options follow that choice. Invitations have RSVP and entry passes with mandatory expiry; Thank-you cards use a message, signature and photos without RSVP, QR or scanner. From the main invitation, create a linked thank-you card and explicitly choose all valid guests, verified guests or your own contacts. Each card purpose keeps its delivery history. Invitation Card Preview on WhatsApp is currently available for Wedding/Send-off invitations; other new event/purpose combinations use SMS until their WhatsApp templates are configured. Existing cards and entry passes are unchanged.
Account and policies
Verify your signup using the available email/SMS OTP option. Keep your profile email and phone accurate. When a mandatory policy version needs acceptance, review it and accept before continuing. Client login uses email/password; administrators have additional device OTP checks.
Deposit and wallet
Open Deposit, enter the amount and continue to secure ClickPesa checkout. Follow the payment instructions there. The wallet is credited after payment verification, not simply after opening checkout. Check payment references, status, invoices and balance transactions before starting another payment. Available balance funds new campaigns; reserved balance is held for authorized sending. Prices and fees shown on the review screen are the applicable amounts.
Compose and confirm SMS
Choose an approved Sender ID. Add recipients manually, from a saved list or by Excel/CSV import. Select the sheet and heading row, map phone/name and needed custom fields, then check rejected and duplicate records. Tap the available placeholder tags while composing. The live character/encoding/segment counter is an estimate; the recipient preview calculates personalized messages. Save and review the draft, costs and recipients, then use the final confirmation to send or schedule. Creating a draft does not send it.
Create an invitation card
Choose SMS, WhatsApp or both. SMS needs an approved Sender ID and an editable message with the private card link; WhatsApp uses the available approved Invitation Card Preview template and requires recipient opt-in. Configure the design, event details, photos, location/directions, RSVP and mandatory card expiry. Enable guest allocation when needed and enter each recipient’s permitted count. If Single/Double labels are enabled, 1 displays as SINGLE and 2 as DOUBLE; imported Single/Double values map to 1/2. Use the card, WhatsApp and opened-link previews, save the draft, then review and confirm sending.
Photos and card preview
The per-image limit is 12 MB. The composer optimizes/compresses supported images before uploading, including oversized photos. If optimization or upload fails, read the error, keep the draft and replace or resize that photo before retrying; compression cannot guarantee every file is usable. Moments cycle left on a continuous loop at three-second intervals. An owner’s internal preview is not a client card opening. Guest cards show the name, code and allocation, not entry-use status below the QR.
Repeat, retry and delivery reports
Use Send again for the same guests/cards/links, Send to selected guests for chosen recipients, or Add guests for new contacts inside the same invitation. Add guests supports Excel/CSV upload with mapping. Duplicate invitation creates a separate event draft with reset history. Original sending and additional batches remain managed under the main invitation; main campaigns have unique IDs and batches have sub references. Retry failed lets you select SMS, WhatsApp or both and review an editable SMS message. Successful or pending channels are excluded from retry, so the eligible count can be zero. Draft/queued/sent/delivered/read/card opened are different states: sent means provider acceptance, not guaranteed delivery.
Scan cards and admit guests
Open Scan card from the dashboard; allow camera access and scan the QR. The system resolves the invitation within your owned or granted access. Use the four-character uppercase entry code if the QR is unavailable. Staff grants can be recognized through the linked account’s phone/email. Scanning looks up the guest; review details, enter how many people are arriving and press Verify. The count cannot exceed remaining slots. A group can arrive together or separately. Scanner status is green when unused, yellow when partially admitted and red when all slots are used. Expired or revoked cards cannot be verified. Keep private scanner/staff links confidential and revoke access when no longer needed.
Contribution registers and records
Create a named register for a wedding, send-off or another event, with its dates and details. One account can have multiple registers. Only the account owner manages these private records. Enter or import names, phone numbers, pledged and paid amounts; update them as payments change. The system calculates remaining amounts and lets you search, filter, sort and export. This is a record register, not a service that collects contribution payments. Amounts display with commas and no decimal places.
Contribution messages, templates and schedules
Choose an approved Sender ID and use the default SMS message or a named template. You may edit a template, update it or save a new one, including saving the message being composed as a template before continuing. Select available tags such as {name}, {register_name}, {event}, {pledged}, {paid}, {remaining}, {deadline} and {payment_instructions}. Choose an audience such as people with remaining balances or selected records, then review and send now or schedule. Weekly reminders use current recorded amounts and audience eligibility at sending time. If balance is insufficient, the run needs attention and an account alert is created; adding funds alone does not automatically send contribution reminders. Review Sending History and confirm the message again.
Cards for qualifying contributors
Set the paid-amount thresholds for Single and Double eligibility. Create or link one invitation design from the register, save it, return to Contributions and select qualifying records before reviewing the send. Card setup alone does not send cards. These cards use the linked main invitation and its guest/QR records instead of creating a separate invitation for every batch. Contribution record updates are manual; check eligibility and costs before confirming.
Using the mobile app
Home, Campaigns, Invitations and Contributions open the shared workspace features. Tap the logo to return Home; the floating lower button goes back. Use More for other tools and help. Allow camera permissions for scanning and use file upload for mapped imports. If a screen cannot load, check your connection and reconnect; check the existing draft/report before submitting again. Do not assume a message was sent or unsent from a connection error alone. Unsaved edits are not the same as server-saved drafts.
Administration and policy management
Admin tools depend on account permissions. Super Admin Policy Management shows client acceptance status, pending versions, per-client history, recorded time (EAT), IP and browser/device user agent. Export a client’s acceptance history as CSV with PA record references. Review old/new Swahili and English versions and estimated client impact before confirming publication. Published content is immutable and original acceptance records are retained. IP is not a verified location and user agent is not verified hardware identity. Missing historical information is shown as not recorded.