Ajak.in - Host User Guide

Complete Guide to Managing Event Invitations

Table of Contents

1. Getting Started
2. Account Management
3. Creating Invitations
4. Managing Invitations
5. Managing Your Profile
6. Exporting Guest Data
7. Static Resources

Getting Started

Overview

Ajak.in is an event invitation management platform that allows you to:

• Create and customize digital event invitations
• Manage guest RSVPs and responses
• Upload and organize event photos
• Track guest information
• Export guest lists and responses

What is a Host?

As a Host, you have the following permissions:

• Create and manage your own invitations
• Upload photos for your events
• View and track guest RSVPs
• Edit and delete your invitations
• Export guest data to Excel format
• Update your profile information

Account Management

1. Creating an Account (/daftar)

Step-by-Step Registration:

1. Visit the Registration Page

   • Go to /daftar on the Ajak.in website
   • You'll see the registration form

2. Fill in Your Information

   • Name: Enter your full name
   • Email: Enter a valid email address (this will be used for login and verification)
   • Password: Create a strong password with at least 8 characters
   • Password Confirmation: Re-enter your password to confirm

3. Accept Terms and Conditions

   • Read and agree to the Terms and Conditions (/syarat-ketentuan)
   • Check the acceptance checkbox

4. Submit Registration

   • Click the "Daftar" (Register) button
   • You'll be redirected to the verification notice page

5. Verify Your Email

   • Check your email inbox for the verification link from Ajak.in
   • Click the verification link to activate your account
   • If you don't see the email, check your spam folder
   • If the link expires, you can request a new one on the verification notice page

Alternative: Social Login

You can also register using social accounts:

• Google: Click "Login dengan Google" and follow Google's authentication
• Apple: Click "Login dengan Apple" and follow Apple's authentication

Once authenticated, you'll be guided to complete your profile information.

2. Logging In (/masuk)

Basic Login:

1. Visit the Login Page

   • Go to /masuk on the Ajak.in website

2. Enter Your Credentials

   • Email: Enter the email address you registered with
   • Password: Enter your password

3. Click Login

   • Click the "Masuk" (Login) button

4. Verification Status

   • If you haven't verified your email yet, you'll be directed to the verification notice page
   • Complete email verification before proceeding to your dashboard

Social Login:

• Click "Login dengan Google" or "Login dengan Apple"
• Authenticate with your social account credentials
• You'll be automatically logged in

Troubleshooting Login Issues:

• Forgot Password?: Check if there's a "Forgot Password" link (not visible in current setup)
• Account Not Activated?: Verify your email first by checking the verification notice page
• Invalid Credentials?: Ensure you're using the correct email and password

3. Logging Out (/keluar)

How to Logout:

1. From Dashboard or Any Page

   • Look for your profile menu in the navigation bar (usually top-right corner)
   • Click on your name/profile icon

2. Click Logout

   • Select "Keluar" (Logout) option
   • Alternatively, go directly to /keluar URL

3. Confirmation

   • You'll be logged out and redirected to the home page
   • Your session will be ended for security

Security Note:

• Always logout when using a shared or public computer
• Logging out clears your session and cookies

Creating Invitations

4. Creating Your First Invitation (/undangan/buat)

Accessing the Creation Page:

1. From Dashboard
   • Login to your account and navigate to /dashboard
   • Click the "Buat Undangan" (Create Invitation) button
   • Or directly visit /undangan/buat

Filling in Invitation Details:

Basic Information:

• Title (required)

  • Name of your event (e.g., "Pernikahan Sarah & John", "Birthday Party - 30th")
  • This will be displayed prominently to guests
  • Maximum 255 characters

• Category (required)

  • Select the type of event from dropdown options
  • Examples: Wedding, Birthday, Conference, Meeting, etc.
  • Helps guests understand the event type

• Description (required)

  • Provide event details and purpose
  • Include any special instructions or information guests should know
  • You can use rich text formatting (bold, italic, lists, etc.)

Event Details:

• Event Date (required)

  • Select the date and time of your event
  • Use the date/time picker
  • Format: YYYY-MM-DD HH:MM

• Location (required)

  • Enter the physical venue address
  • Be as specific as possible for guest convenience

• Latitude & Longitude (optional but recommended)

  • Precise GPS coordinates for your venue
  • Click "Get Current Location" or use a map picker if available
  • Helps guests with navigation

Invitation Settings:

• Template (required)

  • Choose a visual template for your invitation
  • Preview available templates before selecting
  • Templates include various designs suited for different event types

• Is Active (checkbox)

  • Check to make invitation visible and shareable
  • Uncheck to hide invitation temporarily

• Is Disabled (checkbox)

  • Check to disable RSVP submissions from guests
  • Useful when you reach capacity or close RSVPs

• Is Private (checkbox)

  • Check to make invitation password-protected
  • Guests will need a password to access the invitation

• Password (conditional - shown if "Is Private" is checked)

  • Set a password for private invitations
  • Share this password with guests separately
  • Minimum 4 characters

Submitting Your Invitation:

1. Review Your Information

   • Double-check all details for accuracy
   • Ensure event date and time are correct

2. Click "Buat" (Create)

   • Your invitation will be created and saved
   • You'll be redirected to your dashboard

3. Share Your Invitation

   • Copy the invitation URL from your dashboard
   • Share it with guests via email, social media, or messaging apps
   • For private invitations, share the password separately

After Creation:

• Your invitation will appear in your dashboard
• You can immediately start receiving RSVPs from guests
• You can edit or delete it anytime
• You can upload photos for your event

Managing Invitations

5. Editing an Invitation (/undangan/{invitation}/edit)

Accessing Edit Mode:

1. From Dashboard

   • Login and go to /dashboard
   • Find your invitation in the list
   • Click the "Edit" button or pencil icon

2. Direct URL

   • Visit /undangan/{invitation}/edit where {invitation} is the invitation ID/slug

What You Can Edit:

All invitation details can be modified:

• Title, category, description
• Event date and time
• Location and coordinates
• Template selection
• Active/Disabled/Private status
• Password (if private)

Important Notes:

• Existing RSVPs: Editing won't affect existing guest RSVPs
• Published URLs: If shared, the URL remains the same after editing
• Template Change: Changing the template will update the appearance for new viewers
• Privacy Change: Converting to private/public will not affect access for those who already have the link

Saving Changes:

1. Update Information

   • Make your desired changes
   • Verify all details are correct

2. Click "Simpan" (Save)

   • Changes are saved immediately
   • You'll see a confirmation message

3. View Updated Invitation

   • Click "Lihat" (View) to preview the invitation as guests see it
   • Test the RSVP form if you made changes

6. Deleting an Invitation (/undangan/{invitation})

Soft Delete Process:

Ajak.in uses "soft delete" - invitations are archived, not permanently removed.

How to Delete:

1. From Dashboard

   • Login and go to /dashboard
   • Find the invitation you want to delete
   • Click the trash/delete button or "Hapus" (Delete) option

2. Confirmation

   • A confirmation dialog will appear asking "Are you sure?"
   • Click "Yes" or "Confirm" to proceed
   • Click "Cancel" to abort deletion

After Deletion:

• Invitation becomes hidden from your active invitations list
• Guest URL stops working - guests cannot access or RSVP to deleted invitations
• Data is preserved - if needed, an administrator can restore it
• Cannot be recovered by you - contact support if you accidentally delete an invitation

Prevention Tips:

• Regularly backup important guest data by exporting (see section 8)
• Consider disabling instead of deleting if you want to temporarily hide an invitation
• Keep track of active invitation links if you need to restore them

Managing Your Profile

7. Updating Your Profile (/profil)

Accessing Profile Settings:

1. From Dashboard

   • Click your profile icon/name in the top navigation bar
   • Select "Edit Profile" or "Profil"

2. Direct URL

   • Visit /profil

Profile Information You Can Update:

Personal Information:

• Name (required)

  • Your full name as displayed to other users
  • Maximum 255 characters

• Email (required)

  • Your account email address
  • Used for login and notifications
  • Must be a valid, unique email

• Avatar/Profile Photo (optional)

  • Upload a profile picture
  • Recommended size: 200x200px or larger
  • Supported formats: JPG, PNG, WebP
  • This will be displayed in your profile and invitations

Account Settings:

• Current Password (required for changes)

  • Verify your identity before changing important settings
  • You'll be asked for your current password

• New Password (optional)

  • Leave blank if you don't want to change your password
  • Must be at least 8 characters if changing

• Password Confirmation (conditional)

  • Confirm your new password if changing it

• Terms & Conditions (checkbox)

  • Accept latest terms and conditions if they've been updated

Saving Profile Changes:

1. Review Changes

   • Check all information is correct
   • Verify new password if you're changing it

2. Click "Simpan" (Save)

   • Your profile will be updated
   • You'll see a confirmation message

3. Re-authentication (if password changed)

   • You may need to login again with your new password
   • Old sessions will be invalidated for security

Profile Privacy:

• Your profile information is private and only visible to administrators
• Your name may appear to guests viewing your invitations
• Your email is not shared with guests

Social Account Linking:

• If you registered with social login (Google/Apple), this is shown in your profile
• You can link additional social accounts if needed
• Unlinking a social account doesn't affect your account access

Exporting Guest Data

8. Exporting Guest RSVP Details (/undangan/{invitation}/export)

Why Export Guest Data?

• Maintain personal records of guest lists
• Import into event planning software
• Analyze RSVP statistics
• Create printed guest lists
• Integration with other tools and services

Accessing Export Feature:

1. From Dashboard

   • Login and go to /dashboard
   • Find the invitation you want to export
   • Click the "Export" button or export icon

2. Alternative

   • View an invitation
   • Look for "Export Guests" or similar option in the menu

Export Format:

The system exports guest data as Excel (.xlsx) file containing:

Columns in Export File:

• No.: Sequential number
• Name: Guest's full name
• Status: RSVP status (Accepted/Declined/Pending/Maybe)
• Message: Guest's personal message (if provided)
• Submitted Date: When they responded
• Updated Date: Last time they modified their response

Export Process:

1. Click Export Button

   • On your invitation from dashboard or invitation detail page

2. Wait for Generation

   • System compiles all guest data
   • Creates Excel file with proper formatting

3. Download File

   • Browser automatically downloads the file
   • Default filename: {invitation-title}-guests.xlsx
   • Save it to your preferred location

Using the Exported Data:

In Excel or Google Sheets:

• Open the downloaded file
• Use filters to sort by status
• Create pivot tables for analytics
• Add additional columns as needed
• Print directly or further customize

Analysis Ideas:

• Count accepted vs. declined guests
• Identify pending responses
• Group by submission date to track RSVPs over time
• Extract guest contact info if you added it

Integration Examples:

• Import into seating chart software
• Use for name badge generation
• Copy-paste into invitation email
• Use for catering headcount calculations

Exporting Multiple Invitations:

• You must export each invitation separately
• Create a master spreadsheet combining all exports if needed
• Use Excel's "Combine" feature or manual compilation

Static Resources

9. About Ajak.in (/tentang)

Purpose: Learn about the Ajak.in service and its mission

Content Includes:

• What Ajak.in is and what problems it solves
• Key features and benefits
• Our vision for event management
• Why choose Ajak.in over alternatives
• Company/creator information (if applicable)

How to Access:

• Visit /tentang
• Usually accessible from the footer or main navigation
• No login required

10. Terms and Conditions (/syarat-ketentuan)

Purpose: Legal agreement for using Ajak.in service

Key Topics Covered:

• User rights and responsibilities
• Acceptable use policies
• Content ownership and licensing
• Limitation of liability
• Dispute resolution
• Service availability and modifications

Important Points to Review:

• You must agree to these terms during registration
• Read before accepting during signup
• Your continued use of Ajak.in constitutes acceptance
• Changes may be made; you'll be notified of significant updates

How to Access:

• Visit /syarat-ketentuan
• Usually available in the footer
• No login required
• Printable for your records

11. Privacy Policy (/kebijakan-privasi)

Purpose: Understand how Ajak.in handles your personal data

Key Information Covered:

• What data we collect (names, emails, profile info, etc.)
• How we use your data
• Data storage and security measures
• Cookies and tracking
• Your privacy rights
• Data retention policies
• Contact information for privacy inquiries

Guest Privacy:

• How guest data shared in invitations is handled
• Data protection measures
• Third-party data sharing (if any)

Your Rights:

• Request your data
• Request data deletion
• Opt-out of certain communications
• File privacy complaints

How to Access:

• Visit /kebijakan-privasi
• Usually available in the footer
• No login required
• Review before sharing sensitive information

12. Contact Support (/kontak)

Purpose: Reach out to Ajak.in administrators with questions, issues, or feedback

Contact Options:

1. Visit Contact Page

   • Go to /kontak
   • No login required

2. Fill Contact Form

   • Name: Your full name
   • Email: Your email address (for response)
   • Subject: Brief topic of inquiry
   • Message: Detailed description of your question or issue

3. Message Categories (if available)

   • Technical Support
   • Account Issues
   • Feature Requests
   • Bug Reports
   • General Inquiries
   • Complaints

What to Include in Your Message:

• For Technical Issues: Error messages, steps to reproduce, browser/device info
• For Account Issues: Account email, specific problem description
• For Bugs: When it happened, what you were doing, expected vs. actual behavior
• For Feature Requests: Detailed description of desired feature and use case

Response Time:

• Expected response: 24-48 hours
• Urgent issues may be prioritized
• Check your spam folder for responses

Before Contacting:

• Review this guide to see if your question is answered
• Check the About and Terms pages for general info
• Ensure you've completed required steps correctly

Best Practices & Tips

General Best Practices:

1. Keep Your Account Secure

   • Use a strong, unique password
   • Don't share your login credentials
   • Logout after using shared computers
   • Update your profile regularly

2. Craft Effective Invitations

   • Use clear, descriptive titles
   • Include all relevant event details
   • Provide complete location information
   • Set appropriate privacy/password if needed
   • Enable/disable RSVPs at appropriate times

3. Manage Guest RSVPs

   • Check for responses regularly
   • Export data before deleting invitations
   • Plan based on RSVP statistics
   • Send reminders to pending responders
   • Follow up with declined guests if appropriate

4. Organize Event Photos

   • Upload high-quality images
   • Organize them in a logical order
   • Provide captions if helpful
   • Remove duplicates or poor quality photos

Photo Management Tips:

• Upload images before sharing invitation to make good impression
• Use consistent, professional photos
• Check file sizes for faster loading
• Maintain privacy - blur sensitive backgrounds if needed
• Organize photos by event timeline

Privacy & Security:

• Use password protection for sensitive events
• Share invitations only with intended recipients
• Review who has access to exported guest data
• Keep personal information limited to necessary fields
• Report suspicious activity to support

Troubleshooting

Common Issues:

Cannot Login

• Verify email is confirmed
• Check caps lock on password
• Ensure email is spelled correctly
• Try social login if available
• Contact support if issue persists

Invitation Not Receiving RSVPs

• Ensure invitation is marked as active
• Check if RSVPs are disabled
• Verify the shared link is correct
• If private, ensure password is shared
• Ask guests to try different browser/device

Export File Won't Download

• Check browser popup/download settings
• Ensure ad blocker isn't interfering
• Try different browser
• Ensure invitation has guests to export
• Contact support if issue continues

Profile Changes Not Saving

• Verify all required fields are filled
• Check password is correct
• Ensure email is unique (not used by another account)
• Try clearing browser cache
• Refresh page and try again

Email Verification Issues

• Check spam/junk folder
• Request resend verification email
• Verify email address is correct
• Allow time for email delivery
• Contact support if link is broken

Frequently Asked Questions (FAQ)

Q: Can I have multiple invitations?
A: Yes! Create as many invitations as needed for different events.

Q: Can guests share invitations with others?
A: Yes, if public. For private invitations, guests would need the password.

Q: What happens if I change the invitation date after sharing?
A: The shared link still works; guests will see the updated date.

Q: Can I restrict who can access my invitation?
A: Yes, use the password protection (private) feature.

Q: How long are invitations stored?
A: Indefinitely, until you delete them.

Q: Can I recover a deleted invitation?
A: Once deleted, you cannot restore it yourself. Contact support for assistance.

Q: Can multiple people manage one invitation?
A: Currently, only the creator (host) can manage each invitation.

Q: What formats are supported for profile photos?
A: JPG, PNG, WebP formats are typically supported.

Q: Is there a limit to guests per invitation?
A: No technical limit, but the system is optimized for standard event sizes.

Q: Can guests edit their RSVP after responding?
A: Yes, guests can typically update their response until you disable RSVPs.

Support & Contact

For issues not covered in this guide:

• Contact Page: /kontak
• Email: Check contact form response
• About Page: /tentang (may include support information)
• Terms: /syarat-ketentuan
• Privacy: /kebijakan-privasi

Version Information

• Guide Version: 1.0
• Last Updated: January 2026
• Ajak.in Version: Latest
• Applicable For: All Host users

Thank you for using Ajak.in.in! Happy event planning! 🎉