Sending Event emails – MemNet

Within an event the Emails 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. You are able to schedule these emails to be sent out automatically at a pre-set date and time in the future.

The email facility is flexible in that it allows the user to select

Send an email to people registered for the event
Send email to people not registered to the event
Notes

Send an email to people registered for the event

This would typically be used for event reminders or where you need to communicate with people who have booked to the event.

Click on the Emails tab.
Select the radio button Do you wish to only email people booked on/attending this Event?
Select from the drop menu a Registration/Option or All. Attendees with this registration / option will receive this email.
Optionally select to Include people marked as 'Do Not Contact By Email' This is check by default, uncheck it to exclude people marked as 'Do Not Contact By Email'.
Optionally select to Send to all Attendees If checked all attendees will receive the email, if un-checked the email will only go those who made the Booking
If you select to Send to all Attendees you will also be given the option to Include event guests who have registered with an email address. While you may have multiple people linked to a membership, you may also have 'Event Guests' who are linked to the membership by attending an event as a guest of that membership. By default we do not send communications to these people but you can include them in this email by checking this option.
Optionally select to Only send to people who have not entered their firstname and lastname, this will include ONLY those bookings where an attendees names was NOT supplied during the booking process. Typically used to remind those bookers to provide names for all attendees.
Click Create Distribution button. You will then be taken to the Distribution Screen.

Send email to people not registered to the event

This would typically be used to promote an event some bookings have been received. It can exclude those who have already booked and/or are already attending the event.

Click on the Emails tab.
Select the radio button Do you wish to create an email to distribute to people outside this Event?
You will be prompted to select a saved search:
You can create a new saved search using the search form.

Note the additional search criteria Exclude Members and Attendees already registered to this Event this must be selected to exclude those already registered to this event.
Once you have selected a saved search click the Use Selected Search button to create the distribution and to be taken to the Distribution screen.

Notes:

A saved search must be used for event emails so that the search criteria are evaluated at the time the email is sent, include or exclude all attendees up until the time the email is sent. This allows you to safely pre-schedule event emails.