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Event tool: Sendings
Event tool: Sendings
Räftegård, Elin avatar
Written by Räftegård, Elin
Updated over a week ago

Event tool: Sendings

On the Sendings page, you create and schedule the invitations,

confirmation and reminder emails.

The two absolutely crucial sending to create are Invitation and Confirmation.

Completed sendings will line up on the Sendings page, where you can edit them at any time (up until the scheduled sending time). You can have multiple sendings for invitations and reminders.


In this Article


Invitation

Invitations are the hallmark of well-organised events. Here is where you set up a nice welcoming and guidance to your Attendees.

1. Select Invitation emails on the Sendings page. Click Next.

2. Select Invitation Template. The Event Tool provides a default Event invitation template that is easy to customise. There is also the option to start out from a blank template.

Under the Your Templates tab you can chose to start from one of your own Email Templates.

Under the Your sendings tab you find your previous sendings, that you can re-use and adjust for a new sending.

3. Complete the invitation by dragging and dropping the design elements on the right into the Canvas. If you need some guidance in using the Email editor, have a look here.

The Event Details, Session start date and start time will automatically populate the Invitation and Reminders Templates. In the Event Details element there are data tags fetching this information.

The Add this Event to you calendar buttons provide the possibility to add the Event into Google or Outlook calendar. These buttons are included in Event templates for Invitation, Confirmation and Session reminders.

The Submit button contains a link to the Registration form. If clicking the button when the registration is not available, the invitee is directed to a landing page informing about the Event status (registration is closed/ not yet open/ full etc). Read about the Landing pages under Overview.

Read more about the Event landing pages in Event tool: Overview.


4. In Preview, in the bottom bar, check what the Email will look like in different devices.


5. In Settings, in the bottom bar, you can update design and sender settings.

Set a Preheader to the Email here if you want. (the text following the subject line in the inbox). Changes in Sender name, Sender email and Reply-to address will override the previous settings in the Details page (contact name and contact email).

Any changes in the Subject line here, will not effect the sending. The subject line for the sending will be filled out when scheduling, in the following step.

Read more about the Email Settings.

6. Do a Test sending. In the bottom bar, click Test to see what the Email looks like in the inbox. Enter your test email address and click Send.

7. Fill out Sending details: enter Email subject line and choose Subscription (Profiles) from the dropdown.

Schedule the invitation by selecting date and time. Click Next.

The scheduled Invitation email is now listed on the Sendings page.

To edit or delete the Invitation, use the icons on the right.

When the Email is not yet sent, it will be indicated by a number. After being sent, it is marked with a green checkmark.

Invite More People

If you need to invite more people, you can reuse Invitation email and schedule it for new Profiles. To re-send the invitation, click the circulating arrows to the right.

Note: Remember to create a Guest Invitation Email also, if you have set "Individual guest registration" in the Event details page.


Guest Invitation Email

Remember to create Guest invitation to your Attendees' guests - the plus one. This is if you have activated the option Individual guest registration in the Event details page. With the Allow guests option, the guests will not be sent any invitation.

Guest Invitation Template

The Template contains a data tag with the Guest Invitation Sender name, so the guests can see who has invited them.

Fill out the Event details and follow the same sending procedure as with the Invitation.


Confirmation

To have a Confirmation email sent is essential for a successful Event. The Confirmation email is automatically sent to Attendees instantly after submitting the registration form.

The confirmation contains a Cancel my attendance button, so that Attendees can take themselves off of the Attendee list and leave room for other invitees.

When ready, click the Next button to proceed to the Event tool: Overview.


Reminders

On the Sendings page, you'll find two types of reminders:

  • Reminder to register for the Event

  • Reminder to show up at Event

Create Reminders the same way you have created the other sendings.

Registration Reminder Email

The Registration reminder email will sent to the recipients on the list who have not yet submitted the registration form. The Reminder Event Templates includes the Event details and a “Sign up to event" button linked to the registration form, just like the Invitation Template.

Session Reminder Email

The Session reminder email will be sent to all recipients who have registered to an Event session. The purpose is a friendly reminder that the Event is around the corner.

Add a suitable subject line and pick a date to schedule the sending. For example, a day or two before the Event takes place.

💡Tip! Send a "Thank you for attending" Email to your Attendees after the Event has taken place. This adds a nice touch to the Event experience. And a good opportunity to include some information you would like to share!


Follow-up Email

Sending a follow-up Email is a nice wrapping up gesture for your invitees. But also, a great opportunity to send any information or documentation from the Event or a an Email to those who remained on the waiting list.

A follow up sending can be set up before the Event starts.

Select Follow-up Event on the Sending page and select template.

Complete the Email content and click Next step.

Enter Email subject. Select which Session to send the Email to. Create a follow-up sending for each Session you want to send to.

In the Audience drop-down, choose group of invitees you want to send to, based on their status: all Attendees registered, checked in, on the waiting list or to those registered yet not checked-in.

Schedule the follow-up sending and click Next. The sending appears under Follow-up Emails.


Reports

Email Reports are available on the Sending page after the Emails have been sent out (green checkmark). Click on the sending to access the Report.

Navigate in the left menu to view delivery rate, opens, clicks, spam and unsubscribed.


Next step

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