To send an email to a group of registrations:
- First select the registrant(s).
- Then compose and send the email, using an email template.
These steps are explained below.
Select the registrant(s)
1. Display a list of registrants that includes the ones you want to email. 2. For example, run a report, or drill down from a summary on the Event Dashboard or a similar page. 3. On the Report Results page, select the registrant(s) you want to email. 4. Click Actions. 5. Select Compose Email. 6. The Promote > Communication > Compose page opens.
Sending an email to the selected registrant(s)
To send an email to the selected registrant(s):
1. Select an email template. 2. Make any necessary modifications to the content or leave it unchanged. 3. Preview the email. 4. Send the email.
See below for details of those four steps.
Select Email Template
Choose an email template from the drop-down list (of templates set up on Promotion > Communication > Email Templates), and click Select.
Email Message
The email message includes the following fields, which you can edit as necessary.
- To – (Required) Automatically filled with the registrant's name.
- Reply To – (Required) Defaults to the email address of the registration contact for the event.
- The email received by the registrant shows this as its From address.
- CC – (Optional) Enter one or more additional email addresses to carbon copy other recipients.
- BCC – (Optional) Enter one or more additional email addresses to blind carbon copy other recipients.
- Append – (Optional) To insert various data fields (i.e., dynamic values) from the registrant's profile into the Subject line and the Message body, select a value from the Append list, and click the Subject or Message button.
- Subject – The subject line for the email.
- Default comes from the Email Template.
- Message – The body of the email.
- It can contain text, dynamic values, HTML, and/or images.
- Enable Editor? – If this check box is selected (as it is by default), the Message body can be edited using standard controls for formatting, etc.
- See additional instructions about using the Editor.
- You can clear the check box in order to edit the Message body in a simple text box.
- The simple text box can still include HTML code if Send as HTML? is selected.
- Display
- Send as HTML? – If selected, the email message will be sent in HTML format.
- If Send as HTML? is selected, the Enable Editor? check box is selected so that you can write the message using the HTML editor.
- Include event's display shell? – If the Send as HTML option is selected, then an option to include HTML display shell (defined in Plan > Configure > Display) is displayed.
- Options
- Include Registration Confirmation? – (Optional) If selected, the registrant's confirmation information is added to the bottom of the email.
- This can be useful if you would like to remind the attendee of their registration details.
- CC and BCC addresses receive first message only? – (Optional) If this check box is selected, the CC and BCC email addresses will only receive copies of the first email sent.
- Useful if, for example, you want to BCC yourself to be sure the email blast went out.
- Attachment – (Optional) Select a file to attach to the email.
> Note: : The file must already be uploaded to your event in Certain before you can attach it to an email.
- Click Upload New File to add a new file to the drop-down list.
- Attach Itinerary PDF – If selected, a PDF will be attached to the email, detailing the registrant's itinerary.
- The appearance and content of the itinerary are defined on Communication > Itinerary.
- If you do select Attach Itinerary PDF, additional check boxes (dependant on the modules enabled for the event) are displayed for you to select whether the itinerary should include Appointments, Agenda Items and/or Travel Flights.
- Note: Those selections override the default selections on the Itinerary Settings page (Promote > Communication > Itinerary).
Previewing the Email
To avoid errors, preview the email prior to sending it.
- Preview – Shows a preview of the message, including the delivery and From addresses.
Sending the Email
Click Send Email NOW to send the email.
> Caution: To avoid sending multiple emails, do not click this button more than once!
To verify that the email has been sent, wait for the page to refresh, and then click the green! icon on the page's title bar.