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How to send emails to your attendees
How to send emails to your attendees
Updated over a week ago

Emails are a powerful tool for ensuring effective and consistent communication with your event attendees. They streamline the communication process, ensuring that your messages reach the right audience at the right time. With the ability to set up email templates at the community level, you can maintain a consistent communication style across various events. This not only saves time but also enhances the professionalism and effectiveness of your communications.

By utilizing the email feature, you can keep attendees informed, engaged, and excited about your event.

How to create email templates

Email templates streamline the communication process, ensuring that your messages are professional and consistent. They can be created at the community level and used across various events, allowing you to maintain a uniform communication style.

To create email templates, follow these steps:

  1. Log into the Studio.

  2. Open the Community: Navigate to the community where you want to create the template.

  3. Navigate to Emails: Go to the Emails section.

  4. Create Template: Click on Create template from the top right-hand side.

You can also access email templates at the event level, but this will redirect you to the community:

  1. Log into the Studio.

  2. Open the Event: Select the event for which you want to use the template.

  3. Navigate to Communication ➡️ Emails.

  4. Select Email Templates: Click on Email templates from the top right-hand side.

You already have a set of email templates that you can base your templates on.

Once you've selected the one you're interested in, you have to choose a type :

  • Invitation email
    This is an email to inform new participants that an event is live. A link allows them to automatically log in. Learn more here.

  • One-time email
    ​One-time email are essential to onboard and activate Participants before an Event. For example, for Participants who have signed up but haven't performed any action in the app. This email are also useful to thank your participant after the event.

How to customize your email templates (community level only)

How to edit the email properties

When opening an email in the Email Manager, under the "Email properties" section on the right-hand side, you can edit:

  • The email's subject line.

  • The sender's name (typically set as the Event's name).

  • The sending's date and time.

How to edit the email content and blocks

In the content section of the email,

By clicking on the email blocks on the left-hand side, you can edit the following information:

  • Image type (top image)

  • Body title

  • Body text

You can also choose the redirection when clicking on an image or on the call-to-action button.

You can also set the redirection for images or call-to-action buttons to various views within the community or event, such as:

  • Participants

  • Schedule

  • Live Session

  • On-demand Video Library

  • Exhibitors

  • Items

  • News Feed

  • Webview

  • My Favorites

While you're editing your email, you can check a preview on the left side.

To enhance personalization in your emails, there are three distinct content variables available:

  • ##{{{first_name}}} = First name of the recipient

  • ##{{{event_name}}} = Name of your Event

  • ##{{{application_name}}} = Name of your Branded App

As you scroll through the preview window, there's a link titled "New block." By clicking on it, you can add extra blocks to your email.

How to send your emails

You can only send emails from the event, not the community.

To send an email, follow these steps :

  1. Open the Studio.

  2. Navigate to Communications ➡️ Emails.

  3. Select the campaign you want to create an email for.

  4. Click on Create email.

  5. Choose a system template or a template you've created and a sending date.

  6. Click on Create.

  7. This is what your email will look like under your campaign.

  8. 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).

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.

  1. Go to Studio ➡️ Event ➡️ Communications ➡️ Emails

  2. Select the email that you want to send and then click on the Send Test Email button.

  3. 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.

The email feature in your event management platform is a vital tool for maintaining effective communication with your attendees. By creating and customizing email templates, you can ensure that your messages are professional, consistent, and tailored to your audience. This not only enhances the attendee experience but also streamlines your communication efforts, making it easier to keep everyone informed and engaged. Utilize the email feature to its fullest potential to maximize the success of your event and ensure a seamless and engaging experience for all participants.

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