Event tool: Sendings

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

confirmation and reminder emails and SMS.

The two absolutely crucial sending to create are Invitation and Confirmation. You can have multiple sendings for invitations and reminders.

Edit your Sendings up until scheduled sending time, on the Sending page.

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 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 Row, contain data tags for Session date, time and location. This information will be fetched into the email and automatically populate the Invitation and Reminders Templates.

Calendar buttons allow invitees 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 Event landing pages in Event tool: Overview.

The Decline event link provides invitees the possibility to decline further communication about this event.

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 subject line and Preheader to the Email here. Adjust Sender name, Sender email and Reply-to address for the sending if you want. 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 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 send an email to confirm registration is crusial. The Confirmation email is automatically sent to Attendees instantly after submitting the registration form.

Cancel my attendance

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

QR code for check-in

In the Variables dropdown there are data tags and options to add for example calendar links. To see Variables, add a text field to the Canvas and open the inline editor.

To add a QR code for checking in Attendees at the Event, select the Check-in QR code in Variables dropdown.

The QR code will be unique for each Attendee, and it is visible in the Email editor Preview.

To check in Attendees, use the QR code reader on the Event Check-in page.

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!

SMS Sendings: Confirmations and Reminders

In Event tool you can send SMS to Attendees, if you have SMS tool activated on your account. You can send SMS as:

Reminder to attend Event
Confirmations (registration and waiting list)

Select what kind of SMS sending you want to set up.
Create the SMS in the SMS editor. Include all necessary information about the Event session, as there is no SMS template. SMS Content and characters.
The SMS editor Sender name must not contain a space. But you can use standard data tags, like First name.

If needed, collect Attendees phone number in the Registration form (mapped to Mobile Attribute).

Note: In order to send SMS in Event tool, make sure you have sufficient SMS credits on your account.

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. Create a follow-up sending for each Session you want to send to.

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

The Event follow-up feedback template contains a star rating scale for the Attendees to rate the Event.

2. Complete the Email content and click Next step.

Note. Ratings from Attendees are collected on the Event Report page.

3. Enter Email subject.

4. Select which Session to send the Email to.

5. 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.