Setting Up An Automated Pre-Event Email

Overview:

This guide outlines the process for setting up and automating Guest Pre-Event Emails. These automated communications are essential for boosting attendee engagement, providing last-minute event details, and ensuring a professional guest experience.

Prerequisites:

• Administrative access to the event platform.
• Finalised event details (Date, Time, and Name) to verify email tags.

Activation & Set-up:

Before the emails can be sent, you must first configure the global template content.

• Step 1: From the Home Page, locate the left-hand sidebar and select Settings.
• Step 2: Click on Emails and scroll down to locate the template titled Guest Pre-Event.  

Steps / How-To

1. Configure the Email Content Once you have opened the Guest Pre-Event template, you can customise the messaging:

• Content Settings: Define the Email Language, Subject Line, and Body Text.
• Using Tags: Within the email body, you can insert dynamic supported tags to personalize the message. Common tags include:
  • Guest Name: ${firstname}
  • Event Name: ${eventname}
  • Event Date: ${eventdate}
  • Note: You can find the full list of Supported Tags at the bottom of the editor.
• Advanced Options: Add Conditional Content if certain sections should only appear to specific guest types.
• Save: Click Submit to save your template changes.

2. Activate at Category Level After the template is ready, you must enable it for your specific categories:

• Navigate: Choose your Category, go to Edit Category and scroll down to the Pre-Event Email section.
• Enable: Tick the checkbox to enable the email.
• Scheduling: Set the number of days before the event that the email should be sent.
• Preview: Use the preview function to ensure the formatting looks correct.
• Save: Click Update.

Note: If your event structure uses sub-categories, you must repeat the activation steps above for each individual sub-category to ensure all guests receive the communication.

FAQs:

Q: When are the emails actually sent? A: Emails are triggered automatically by the system based on the "number of days" value you set at the category or sub-category level.

Q: Can I send different content to different sub-categories? A: The template content is generally global, but you can use Conditional Content within the main template to show or hide specific details based on guest criteria.

Related Articles / Resources:

• Editing email templates - merge tags, links and conditional content
• Enabling a Custom From Email Address for Guest Emails (Event-Level)

Conclusion:

You have now successfully configured and automated your Guest Pre-Event emails. The system will now handle these distributions automatically based on your category settings.