Templates and Communications

Sending emails and different types of email communications to attendees is possible by creating Templates. The different options for sending these emails can be found at the “Event attendees” section, but the creation and edition of the templates is done in the “Email templates” section located which you cann access from the left sidebar menu.


Creating a template: 

It is possible to edit any email of the default existing templates, or to create a new one through the "Add Email template" button. Then you will access the template creation screen with the following sections:


Name 

Name given to the template for you to identify it, (non visible for attendees, or anyone but yourself)

Kind

There are 4 kinds of template to choose from (Generic, Invitation, Confirmation and Rejection), depending on the purpose of the communication to be sent. It is important to select the appropriate kind of template before saving changes, since this particular detail cannot be modified later.  If you need to change the type of template, you will have to create a new template from scratch.

Generic 

The generic templates do not refer to any specific purpose, and therefore can be used to provide the attendees with any kind of relevant information. These are usually used for reminders, general information emails, small messages about a given event's specific details...You can create as many as necessary. The platform will not show data on sending of these communications to attendees through any column within the "Event attendees" section. (unlike the invitation sent and confirmation sent status which we have seen previously)

Invitation

The invitation type is designed for manually sending informative emails or access data to the app or the event. The platform registers which attendees have been sent a template of this type in the “Guest” column within the “Event Attendees” tab. Communications of this type can be sent as many times as desired, but the wizard column will change status only with the first such submission.

Confirmation 
The confirmations are designed for the manual or automatic sending of informative emails confirming correct receipt of registration and/or access data to the app or the event. This kind of template is the only one that allows an automatic submission. It is also possible to use the option "Workflow" (you can find it at the navigation menu) to send different automatic confirmations based on one´s tag. Communications of this type can be sent as many times as desired, but the column “Confirm. sent” will change its status only with the first time it is sent.
At the end of the selection, it is important to always click on "Save changes"

Rejection

This type of template is made to inform an attendee that their participation in the event has been denied. This function has to be requested to the support team.

Template Design 

After learning about names and kinds of templates, we can move forward to editing, or creating the body of the communication from scratch with the following integrated email template editor.


Subject

Subject line the attendees will receive on their inbox

Content

Body of the message that will be sent. At the top of the text box are the different editor options that allow you to adjust the formt of the text according to your preferences.
The different icons correspond to various options for copying/pasting text, numbering, bullets, alignment, indentation, insertion of links, images, lines, special characters and emoticons, as well as changes in the format and color of the text.

On the side menu of the editor you will find different options to modify other content elements in detail and add new boxes through structures and blocks. Depending on your needs you can add many elements just by dragging and dropping them in the body of the email.

Adding Structures and Blocks

On of the options for creating your template is to use Structures that contain different divisions of spaces to combine content of type like Image, text or button.

The entire email can be composed and edited using this system of independent, overlapping boxes in which you can place all of your content. 

Each structure or content block can be deleted, duplicated or moved to a different position by using the corresponding icon that appears on the right side of the content box when positioning the cursor over it.

                       

Merge Tags 

These bits of code are inserted in the body of the message to show each attendee their personalized information for each of the selected options, for example:

If you want to include Attendee's Name on the email you would use: {{attendee_name}}

For their emails: {{attendee_email}}

To include their personal QR codes: {{attendee_qr}}

By clicking on the Merge Tags button you can see all of the pieces of personalized information that you can include.

Once the template has been created and changes saved, you can preview the result by clicking on "Preview", send test emails, and make further changes on the edit tab.

Test emails

Before sending emails to the actual attendees, you can send test emails to check out how would they look like in your browser. Simply click "Send test email" button next to the template you want to try. Once clicked, you´ll have to check the language of your test email and your email address.

Please keep in mind that the main function of test email is to see the structure and visual of the mailings created. Any tags and buttons that depend on the attendee´s data will not work in the test emails.

To send the already created templates, you must proceed to the "Event Attendees" section you may submit any template manually. Remember you can apply filters (like the tags) and select various attendees to send multiple emails at once.

Three ways to send an email to attendees:

  • Select all attendees by checking the mark next to the attendees´names. Keep in mind that this way you select all the attendees from the first page only.
  • Select attendees by using filters.
  • Three dots on the right side of the list of attendees > Send communication (invitation, confirmation or rejection, depending on the type of email)