How to share an event with a member so they can view it on their Member Portal

Share the event when assigning the member

When adding a member to an event:

1. Assign the member to the event.
2. Tick “Email members”.
3. Save.

The member will receive an email containing:

• Event details (title and date)
• A link to view the event in their Member Portal

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Send the event link After assigning the member to the event

If the member is already assigned (or you skipped emailing earlier):

1. Open the event.
2. Click Send Email from the event page.
3. Select the members.
4. Tick “Include event information and link to view event on the Member Portal”.
5. Send the email.

This sends the member the same secure event link.

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Re-sending the event link

If a member needs the link again at any point, simply:

• Send them another email from the event page with “Include event information and link to view event on the Member Portal” ticked.

There’s no limit on how many times you can resend the link.

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Important: Availability reminder emails

Be aware of the following:

If Email reminders → “Remind members to set their availability” is enabled, Band Pencil will automatically email members who haven’t stated their availability. This reminder is sent 3 days after a member is assigned to the event.

If you’re still testing or don’t want emails going out yet, you can:

• Temporarily set the event visibility to Hidden while assigning members, or
• Wait until the event details are final before assigning members, or
• Disable the email reminder on your event settings page.