Email a group of registrations

Email a group of registrations

This article explains how to email a group of registrations. The steps require selecting registrants first, then composing and sending the email using an email template.

Step 1 — Select the registrant(s)

• Display a list of registrants that includes the ones you want to email.
• For example, run a report.
• Or drill down from a summary on the Event Dashboard or a similar page.
• On the Report Results page, select the registrant(s) you want to email.
• Click Actions.
• Select Compose Email.
• The Promote > Communication > Compose page opens.

Step 2 — Compose and send

Select Email Template

• Choose an email template from the drop-down list.
• The templates are set up on Promotion > Communication > Email Templates.
• Click Select.

Email Message

• 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 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, the Message body can be edited using standard controls for formatting. You can clear the check box to edit the Message body in a simple text box (which can still include HTML code if Send as HTML is selected).
• Send as HTML? — If selected, the email message will be sent in HTML format, and 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 is displayed.

Options

• Include Registration Confirmation? — Optional. If selected, the registrant's confirmation information is added to the bottom of the email.
• CC and BCC addresses receive first message only? — Optional. If selected, the CC and BCC email addresses will only receive copies of the first email sent.
• 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 appear to include Appointments, Agenda Items, and/or Travel Flights, depending on the modules enabled for the event.

Note: Those selections override the default selections on the Itinerary Settings page (Promote > Communication > Itinerary).

Previewing the Email

• Preview — Shows a preview of the message, including the delivery and From addresses.

Sending the Email

• Send Email NOW — Click 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 check icon on the page's title bar.