The Event Email tab allows for the generation of email correspondence to people who you wish to invite and to those that have registered to attend the Event. In addition you are able to schedule a series of communications relating to the Event to be sent out automatically at a pre-set date and time.
The email facility is flexible in that it allows the user to select;
- People not registered to the Event
- Different Registrations / Options or to select all
- Whether you only send correspondence to the Bookers or whether you wish to send an email to all Attendees.
It is also possible to uncheck the tick box if you do not want to have the “Do not contact by email” people included in the group. It allows for the inclusion of related documentation to be added to your email via an attachment option.
To Send/Schedule an Email:
- Click on the Event tab on the toolbar.
- Search for the Event using the Event Status or Event Name search fields.
- Click on the Event row, within the results, that corresponds to the Event you wish to use.
- Click on the Email tab.
- You have the option of relating the communication you are scheduling to be a ‘marketing’ campaign. This is primarily when you are sending out information to people who are not yet registered. If so you can select from the list of marketing campaigns (these are listed in Attributes under ‘Marketing Subscription List’). If you do select one you would normally also add the Unsubscribe option to the email.
- Answer the Radio Button option on whether you wish to: Correspond to only those Registered or Attending this Event OR Include People in the correspondence not yet Registered or Attending.
- If you only wish to send to those Registered or Attending the Event you have the additional options to:
- Select from the drop menu which Registration / Option you need or select ALL.
- A tick box can be selected to include recipients who do not want to be contacted via email.
- A tick box can be selected to send to all Attendees. If ticked all attendees will receive the email, if un-ticked the communication will only go those who made the Booking
- On selecting the ‘Create Distribution’ button you will then be taken to the Distribution Screen (refer below).
If you wish to include people who are not yet Registered or Attending the Event then you will be prompted to build up your Search or used a Save Search:
- Enter the search criteria required to locate the people you wish to send the account document to. You are able to search for People by:
- Loading a Saved Search by clicking the radio button against the Saved Search and clicking the Hyperlink ‘Load’. This will load the saved search into the Search fields below ready for you to execute a Search.
OR
- Enter the search fields in the Search Form section.
OR
- Using a Saved Search by clicking the radio button against the Saved Search and clicking the ‘Use Selected Search’ button. This option will not populate the Search fields as this option is used when you want to schedule a date and time for the Search and you want it to select the people at that time rather than now.
- You will then be taken to the Distribution Screen
- When you have Loaded a Saved Search or entered the fields in the form you will note that you can search the whole database you also have the option to exclude People who are already Registered or Attending the Event
- you can decide whether to also communicate with Event Guests
- you can then Save the search so that you can schedule the Search to take place at a later time (Save Search). You will be asked to provide a unique name for the Saved Search.
- to schedule an Email you will then use a Saved Search by clicking the radio button against the Saved Search and by clicking the ‘Use Selected Search’ button. This option will not populate the Search fields as this option is used when you want to schedule a date and time for the Search and you want it to select the people at that time rather than now.
- You will then be taken to the Distribution Screen (refer to distribution Screen).
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