Email Templates

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Keywords: Certain, Email Templates, Scheduled Emails, Registration, Speakers, Reviewer, Session Reminder

Document ID: https://platform-support.certain.com/hc/en-us/articles/30534697724823#split1

Access via

Access via: (Event) > Promote > Communication > Email Templates

Jump to

Jump to: || List || Name || Details || Schedule ||

Email Templates overview

You can create reusable Email Templates which can be used across your events.

These Email Templates are applicable for Registration Email Templates.

Types of Email Templates

Registration

Registration Email Templates create invitations, confirmation, and even reminders.

Registration Email Templates include the option to include Registration, Profile, and Event DDF's among other items.

Speakers

Speakers Email Templates communicate with Speakers.

Speakers Email Templates include the option to include Standard Speaker Profile, Standard Session, Speaker Portal, and Event DDF's.

Reviewer

Reviewer Email Templates communicate with Session Reviewers.

Reviewer Email Templates include the option to include Reviewer Profile, Standard Session, and Reviewer Portal DDF's.

Session Reminder

Session Reminder Email Templates create templates for automated Sessiion Reminders.

Session Reminder Email Templates include the option to include Standard Profile, Standard Session, Registration, and Event DDF's.

Using Email Templates

You can select an email template when you send a mass email to a number of registrants.

You can select an email template when you send an email to a single registrant.

Best practice requires creating an email template before mass-emailing a number of registrants.

Email Templates can also be used for the confirmation sent at the end of the online registration process. See Plan > Forms > Confirm.

An email can be scheduled to be sent at a future date and time. An email can be scheduled to be sent at a specified period before or after the event starts or ends. See Schedule Settings below. This scheduling approach is explained in detail in the PDF quick guide to Scheduled Emails in Certain.

You select Email Templates for particular purposes on various pages in Certain. You need to set up Email Templates here first.

Example: You can select the email template to be used when an attendee forgets their password on Forms > Entry. Example: You can select the email template to send to a waitlisted attendee who is automatically accepted from the waitlist on Plan > Configure > Options.

Email template actions

Videos

Videos: Certain University Email Templates course

List of Email Templates

All existing email templates are listed.

Details are listed below for each email template.

The lists of templates may be a multi-page list. Click an Action icon, or click the Add New button to create a new email template.

Template list columns

Note: Copying a scheduled email includes its Schedule. To achieve the effect of recurrent emails, copy a scheduled email and edit the copy's schedule. This approach sends, for example, essentially the same email every 7, 14, and 21 days before the event.

Video

Video: Creating an Email Template (2 min.)

Email Template Name

Name

Name is required.

The system tracks each template by its name.

Caution: If you elect to make the template available to all events in the account, the email template name must be unique across all events. The email template name overwrite behavior applies if other events have the same template name.

Visible to

Choose whether the template is available:

Note: If you make the template available to all events in the account, the scheduling option described below will not be available. A scheduled email must be linked to one event.

Note: If you select Use as the Template for Forgot Password below, the all events... option will not be available. The template must be visible to the current event only.

Note: If you select all events in (the current) account, ensure that any assets such as images used are account-level assets. Ensure that used assets are not event-level assets. This configuration ensures that assets are available to all events in the account.

Current user restriction

Optionally, you can restrict the template to the current user only.

This restriction uses the check box.

Note: This current user restriction option is not available if you select Use as the Template for Forgot Password below.

Email Template Details

In order to set up the email template, complete the following fields.

From

From is required.

From is the email address from which Certain will send the email.

From defaults to the address set in Account Settings > Implementation > Security.

The default From value is either:

Note 1: When you send email to registrants, the From and Reply To fields saved on the email template take precedence over those in Account Settings and the Event Contact.

Note 2: When you copy an event, including its email templates, the From and Reply To fields in Account Settings and the Event Contact are used for the new event. Any different addresses on the email templates are ignored for the copy.

Reply To

Reply To is required.

Reply To is the email address to which replies will be sent when a recipient clicks Reply.

Reply To defaults to the address described for From address.

Caution: From and Reply To domain mismatch

CAUTION: If you configure From and Reply To addresses for different domains, the risk of SPAM interpretation increases.

An example includes:

Certain leverages Sendgrid. Sendgrid is a cloud-based email infrastructure for transactional email delivery.

If you send email from an address other than the default event-information@certain.com address, work with the IT department. This work ensures that Sendgrid's mail servers have been added to the domain's SPF records.

Please refer to this Sendgrid page for more information: https://sendgrid.com/docs/Glossary/spf.html.

Schedule Settings

This section is only displayed if the Scheduled Emails module is enabled for the event.

The Scheduled Emails module is enabled under Functional Areas Needed by This Event in Plan > Configure > Options.

Schedule Settings enables scheduling of emails. Scheduled emails are sent to a filtered set of registrants. Scheduling occurs at a selected number of months, days, or hours before or after the event's Start Date or End Date. Scheduling can also use a specified date and time.

Note: If you are editing an existing scheduled email, it will already be in the schedule queue. Changing the schedule settings changes the existing job.

Note: If you are editing an existing scheduled email that has already been sent and has a status of Complete, the Schedule this Email? check box will be cleared.

FYI: If you delete an event, scheduled emails are set to "On Hold".

Video

Video: Scheduled Emails (2.5 min.)

Schedule this Email? timing options

If you select one of the first four options, three extra fields are displayed.

The extra fields specify the number of Months, Days, and Hours to be added to or subtracted from the event start date or end date.

If you select the fifth option, At a specified time and date, two extra fields are displayed. These fields specify that date and time.

Note: The specified time and date must be in the Time Zone set for the event. The Time Zone setting is on Plan > Event Setup > Details.

The Event Start Date and Event End Date are displayed on the right. Below them is the Scheduled Date. The Scheduled Date is the calculated date and time the event email will be sent. The calculation uses the Schedule and the values entered.

Example:

The Schedule Date is in the Time Zone set for the event. The Time Zone setting is on Plan > Event Setup > Details.

FILTERS

Here you define the filter.

The filter determines the registrations to which the scheduled email will be sent.

Select a value in each of three fields to build a simple filter. The default is Complete = Yes. The default sends the email to all complete registrations.

Optionally, you can add one or more extra conditions to build a more complex filter.

Append

The Subject and Message body can each include dynamic information.

Dynamic information includes information about the registration, event, or location.

Example: personalize the message with the attendee's first and last name. Example: dynamically insert the name and phone number of the event's location.

To insert a dynamic value, select a value from the Append list. Then click the Subject or Message button.

Note: The dynamic fields you can insert include customized Content Blocks. Content Blocks are set up at the event level. An administrator can set up customized Content Blocks at the account level.

Note: One of the dynamic fields can insert is " Add to Calendar ". The email includes a link for the recipient to add the event to their Outlook calendar. The text of the link and the body of the appointment are defined under Show link to add to Outlook. Show link to add to Outlook is in the Confirmation Section of the event's primary form.

Note: When appending a Custom Registration Property, you choose whether the email displays Yes/No. You choose whether the email displays the property's label if the value is Yes.

Subject

Subject is required.

Subject is the subject line for the email.

Message

Message is the body text of the email.

Usual editing features are available unless the Enable Editor? check box is cleared.

Note: If the event is to be used as a template, ensure that assets used in the email are account-level assets instead of event-level assets. This configuration ensures assets are available to all events in the account.

Enable Editor?

Enable Editor? controls editing for the Message body.

If Enable Editor? is selected, the Message body can be edited using standard controls for formatting. If Enable Editor? is selected as the default, additional instructions about using the Editor apply. If you clear the check box, edit the Message body in a simple text box. The simple text box can still include HTML code if Send as HTML? is selected.

Send Test Email

Send Test Email sends a test email.

Send Test Email sends a test email to up to five email addresses.

The email addresses can include your own addresses.

A pop-up window opens. The pop-up window requires specifying those addresses. The pop-up window also requires selecting a registrant whose details are used in the test email.

Note: The selected registrant will not receive a copy of the test email.

Display: Send as HTML?

Display: Send as HTML? controls whether the message is sent as HTML.

If selected as the default, the message is sent as HTML instead of plain text.

Display: Include event's display shell?

Display: Include event's display shell? controls inclusion of the HTML display shell.

If selected, the HTML display shell defined in Plan > Configure > Display > Advanced is included in the email.

Note: Available only if Send as HTML is selected.

Options: Include registration confirmation?

Options: Include registration confirmation? controls whether registration confirmation information is added to the email.

If Include registration confirmation? is selected, the registrant's confirmation information is added to the bottom of the email. This addition reminds the attendee of registration details.

Caution: Do not select Include registration confirmation? if Use as the template for Forgot Password is selected below.

Forgot Password

Forgot Password is used as an option for templates.

Use as the template for Forgot Password

Use as the template for Forgot Password controls the template used for Forgot Password emails.

If selected, the template is used for the email sent to registrants who click the Forgot Password link on a form.

One template must have this option selected before the Enable Forgot Password option may be selected in any form in the event.

Video: Forgot Password Email and Form Setup (2 min)

Note 1: Only one template may have this option selected. Selecting the option in a second template clears the selection on the original template.

Note 2: If this option is selected, you must make the template Visible to: current event only. See the Visible to option above. Do not set the template Visible to: current user only.

Note 3: If this option is selected, the email is always sent as HTML. The email is always sent as HTML even if the Send as HTML check box is cleared. This behavior makes the link in the email clickable.

Note 4: If this option is selected and saved, the following features are no longer applicable to the template:

Text to display as link to reset password

Text to display as link to reset password is the text of the hyperlink when you append the Forgot Password Link Text DDF to your Forgot Password email template.

This is the text that the registrant clicks in order to be sent a link to reset their password.

Available only when Use as the template for Forgot Password is selected. Default: "to reset your password."

Attachment

Attachment is a configuration option.

Attachment applies only if required. If required, select a file to attach to the email.

The file must already be uploaded to your event in Certain before you can attach it to an email. To add a file that does not appear in the drop-down list, click Upload new file.

Allowed file types:

Attach Itinerary PDF

Attach Itinerary PDF controls whether a PDF is attached to the email.

If selected, a PDF is attached detailing the registrant's itinerary.

The appearance and content of the itinerary are defined on Communication > Itinerary.

If Attach Itinerary PDF is selected, additional check boxes are displayed depending on enabled modules for the event.

The additional check boxes control whether itinerary content includes:

Note: These selections override the default selections on the Itinerary Settings page. The Itinerary Settings page path is Promote > Communication > Itinerary.

Attach Invoice PDF

Attach Invoice PDF controls whether an attendee's invoice PDF is attached to the email.

If selected, the invoice PDF is attached.

An additional field is displayed to select the invoice template used.

Note: Attach Invoice PDF is available only if at least one invoice template has been configured.

Invoice template configuration paths:

Caution: Do not select Attach Invoice PDF if Use as the template for Forgot Password is selected above.

Attach Badge PDF

Attach Badge PDF controls whether an attendee's badge PDF is attached to the email.

If selected, the badge PDF is attached.

An additional field is displayed to select the badge layout used.

Note: Attach Badge PDF is available only if at least one badge layout has been configured on Manage > Badges.

Caution: Do not select Attach Badge PDF if Use as the template for Forgot Password is selected above.

Schedule this Email?

When you are adding a new template, Schedule this Email? is the only field in this section.

If you select Schedule this Email?, all remaining fields are displayed as described here.

This display continues up to the end of those under Filters.

Note: Schedule this Email? is only available if the template's Visibility is This event only.

Schedule this Email? fields and filter condition builder

Code

Code is required.

Code must be unique within the event.

Schedule

Schedule is required.

Schedule requires selecting one of five options:

Columns

Columns is a field selection.

Columns selects the column field to be evaluated.

The list of selectable columns is very long.

The list includes standard and custom profile fields, registration fields, event fields, and more.

Operator

Operator selects the operator applied to the selected column.

Value

Value enters the value compared to the evaluated column.

For some columns, a magnifying icon appears.

Click the magnifying icon to display a Pick List.

Example: if the Column is "Complete", the list of values includes "No", "Yes", and "Null".

Logical conjunctions

Optionally, select a logical conjunction to add conditions to the filter.

Available conjunction options are:

The first condition is preceded by " ( " so you can use the " )and( " and " )or( " conjunctions in whatever combinations are required.

Save Email Template

After completing the details above, click Save to save the template.

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