Invite VEs to a session

Invite VEs to a session

Send one email to some or all of your team's VEs about one session — an invitation to work it, or a reminder a few days out with the date, the Zoom link and how many candidates are registered.

Who can: Session Manager, Team Lead, Team Admin, System Admin (see Roles and Permissions).

Steps

1. Open the session and press Invite VEs.
2. If your team has saved a message for this screen, pick it from Start from — the subject and message fill in. Otherwise write your own, or edit the starter text.
3. Choose the people. Filter by name, call sign or tag; Select all shown takes the filtered list. Anyone already on the session's roster, without an email address, or unsubscribed is marked.
4. Press Send. The email goes from your team's own address, one copy per person.

What the placeholders become

Placeholder	Renders as
{{VeName}}, {{CallSign}}	The person being written to
{{SessionTitle}}	The session's name
{{SessionDate}}	Start time in Eastern and Pacific, e.g. Tuesday, September 15, 2026 at 7:00 PM ET / 4:00 PM PT
{{ZoomJoinUrl}}	The session's Zoom link — blank if scheduling has not created one yet (the screen warns)
{{RegisteredCount}}	How many candidates are registered on the session right now
{{TeamName}}	Your team

Saving a message for this screen

A Team Admin writes it under Messages, on the moment When you invite VEs to a session. Only messages on that moment appear in Start from here.

Not the same as "When you email VEs by hand." That moment belongs to the VE Directory's Email VEs screen, which is not about a session — a message written there cannot use the session placeholders above, and a message written here is not offered there. Pick the moment by which button you will press.

See also

• Session Manager guide
• Glossary