Introduction
Email Campaigns enable event organizers to efficiently target their audience by setting the recipient group just once for the entire campaign. This feature eliminates the need to manually select the target audience for each email, saving time and effort, and ensuring consistent communication.
With email campaigns, you can ensure that your messaging is accurate, timely, and reaches the intended audience, thereby enhancing engagement and improving the overall event experience.
Email campaigns can be set up only at the event level, allowing for specific targeting and tailored communication that aligns with the unique needs and dynamics of each event. Whether you are promoting sessions, reminding attendees of important deadlines, or providing updates, email campaigns offer a streamlined and efficient method to manage your event communications.
💡 Before sending emails to your attendees, you need to attach them to email campaigns.
How to manage email campaigns
Setting up email campaigns
To set up an Email Campaign:
Go to the Studio
Open the event you want to create an email campaign for
Select Communications ➡️ Emails.
On the right-hand side, click "Create a campaign".
Enter Campaign details:
Campaign Name: provide a name for the campaign.
Select Targets: choose the target audience for the campaign.
Click on Create campaign
Once configured, any email crafted within this campaign will automatically be sent to the previously designated targets. Please note that a campaign can feature various email types:
One-time: Dispatched once to a target user on a specific date.
Continuous: Sent to participants immediately upon their registration for the event.
Enabling email campaigns
You can either:
enable all emails in a campaign by clicking on the checkbox just below the campaign name or the three dots at the far left.
enable specific emails per campaign
❌ You can not select emails from different campaigns to enable them at the same time. It needs to be done per campaign.
Editing and deleting email campaigns
To edit or delete email campaigns, just click on the three dots at the far left in the campaign name header.
The Campaign for Registration and the Registration confirmation email can not be deleted or edited.
How to use your campaigns targets
Email campaigns allow you to tailor your communications based on specific criteria, ensuring your messages are relevant and engaging. You have three different types of campaign targets that you can use simultaneously:
Groups:
Defined by the groups created for your event. This option allows you to target communications to specific segments of your audience. Learn more about creating groups here.
Key benefits:
Targeted Messaging: Enables you to send tailored messages to specific groups such as VIP attendees, exhibitors, speakers, or general attendees, ensuring that the content is relevant to each segment.
Increased Engagement: By addressing the unique needs and interests of different groups, you can increase the likelihood of engagement and response to your emails.
Streamlined Communication: Simplifies the process of managing and sending targeted communications, reducing the risk of sending irrelevant information to certain segments.
Engagement Score:
Target people based on their activity during the event. This allows you to send reminders or updates to those who haven't engaged with the event yet, ensuring no attendee is left out.
Key benefits:
Reactivation of Inactive Attendees: Helps you identify and reach out to attendees who have not yet engaged with the event, encouraging them to participate and interact.
Enhanced Event Experience: By ensuring all attendees are informed and engaged, you can improve their overall experience and satisfaction with the event.
Data-Driven Decisions: Provides insights into attendee behavior, allowing you to make informed decisions on how to best engage different segments of your audience.
3. Custom Fields:
After importing your attendees, target specific audiences based on custom fields in their profiles. Learn more about custom fields here.For example, you can send emails to attendees of the same Type or Country, allowing for highly personalized communication.
Key benefits:
Highly Personalized Communication: Enables you to create highly personalized email campaigns by targeting attendees based on specific custom fields such as job role, industry, location, or interests.
Improved Relevance: Increases the relevance of your communications, making it more likely that attendees will open, read, and act on your emails.
Flexibility: Offers the flexibility to create custom fields that match your event's unique needs, allowing for precise targeting and segmentation.
4. Attendees of a session:
Target individuals registered for specific sessions, providing a tailored communication approach that enhances engagement and relevance.
Key benefits:
Personalized Communication: Craft emails that directly address the interests and needs of registrants for particular sessions, increasing the likelihood of engagement.
Improved Engagement: By sending targeted content, you can foster deeper connections with your audience, leading to higher open and click-through rates.
Streamlined Campaigns: Simplify your marketing efforts by segmenting your audience based on their session registrations, ensuring that the right message reaches the right people at the right time.
By leveraging these targeting options, you can create highly tailored and effective email campaigns that ensure your messages reach the right audience. This not only improves the relevance of your communications but also enhances the overall attendee experience by providing them with information that is pertinent to their interests and needs.
How to send your emails
You can only send emails from the event, not the community.
To send an email, follow these steps :
Open the Studio.
Navigate to Communications ➡️ Emails.
Select the campaign you want to create an email for.
Click on Create email.
Choose a system template or a template you've created and a sending date.
Click on Create.
This is what your email will look like under your campaign.
To send it, just click on Enable. It will be sent based on the type of email it has been configured to (one-time or continuous).
N.B.: Only continuous emails can be enabled if the event hasn't been published yet. All the other emails can be enabled only after the event is published.
How to set up an email header
You can set up a default email header to personalize your transactional emails with unique, branded imagery, enhancing brand consistency and customer engagement. This customization improves email recognition, builds brand loyalty, and provides a more visually appealing customer experience.
To do so, open the Email manager and click on Email header, as shown in the gif below.
How to send yourself a test email from the Email Manager
With the Email Manager, you can send yourself a test email, before Emails are activated.
This will allow you to get a preview of the Email which will be sent to your Participants, directly from your mailbox.
Go to Studio ➡️ Event ➡️ Communications ➡️ Emails
Select the email that you want to send and then click on the Send Test Email button.
Type in the name of the Participant (you!) in the search field and click Send Test Email. Please ensure that you have already added yourself as an Attendee before sending the email.
Email campaigns are a powerful tool for event organizers, offering a streamlined approach to managing communications and ensuring that the right messages reach the right people at the right time.
Utilizing the targeting features of email campaigns, such as groups, engagement scores, and custom fields, allows you to tailor your messaging to specific segments of your audience. This personalized approach not only increases engagement but also ensures that your attendees feel valued and informed.