Speaker Email Templates are email templates used to send messages to speakers.
Speaker Email Templates are available only when Speaker and Session Management is enabled for the event.
Speaker Email Templates are accessed under Event > Promote > Communication > Speaker.
The dynamic data that can be added includes speaker fields and session fields.
Speaker Email Templates are used when you run reports of type Speakers or Sessions.
If you are using the Conference Sessions product in Speaker and Session Management, the Speaker Portal Emails you select on the Speakers and Sessions Speaker Portal Settings page are created here.
To add a new speaker email template, click Add New.
To edit an existing speaker email template, click the Edit icon in the Actions column in the list of templates.
To delete a speaker email template, first click the Edit icon in the Actions column to edit it, and then click Delete at the bottom of the page.
List of Email Templates
All existing email templates are listed. The details for each template are listed below. The lists of templates may be a multi-page list.
Click an Action icon to edit, copy, or preview the template. Click Add New to create a new email template.
Email Template Name
Name is the field used to track each template.
The system tracks each template by its name.
Caution: If you elect to make the template available to all events in the account (see Visible to, below), ensure the name is unique across all events. A duplicate name would overwrite existing templates in other events.
Email Template Details
From is the email address from which Certain will send the email.
From defaults to the address set in Account Settings > Implementation > Security, either "event-information@certain.com" or the event contact (set under 'Contact' on Plan > Event Setup > Detail).
Reply To is the email address to which replies will be sent when a recipient clicks 'Reply'.
Reply To defaults to the same value as From.
Note 1: When you send email to speakers, the From and Reply To fields saved on the speaker email template take precedence over those in Account Settings and the Event Setup Detail.
Note 2: When you copy an event, including its speaker email templates, the From and Reply To fields in Account Settings and the Event Setup Detail are used for the copy. Any different addresses on the email templates are ignored for the copy.
Caution: If you configure From and Reply To addresses for different domains (such as From: john.smith@certain.com, Reply To: john.smith@yahoo.com), it increases the risk of the email being interpreted as SPAM by some mail servers because the From and Reply To address domains do not match.
Certain leverages Sendgrid, a cloud-based email infrastructure for transactional email delivery.
If you are sending email from an address other than the default event-information@certain.com address, work with your IT department to ensure that Sendgrid's mail servers have been added to your domain's SPF (Sender Policy Framework) records.
See this Sendgrid page for more information: https://sendgrid.com/docs/Glossary/spf.html.
Append – The Subject and Message body can each include dynamic information about the speaker.
To insert a dynamic value, select a value from the Append list, and click the Subject or Message button.
The fields available include Standard Speaker Fields and Standard Session Fields.
Subject
Subject is the subject line for the email.
Message
Message is the body text of the email. The usual editing features are available in the HTML Editor, unless the Enable Editor? check box is cleared.
Note: If the event is to be used as a template, ensure that any assets (such as images) used in the email are account-level assets instead of event-level assets so that they are available to all events in the account.
Enable Editor?
Enable Editor? If this check box is selected (as it is by default), you can edit the Message body using standard controls for formatting, etc. 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).
Display
Send as HTML? If selected, the message will be sent as HTML instead of plain text.
Include event's display shell? If selected, the HTML display shell (defined in Plan > Configure > Display > Advanced) will be included in the email.
Note: This option is available only if Send as HTML is selected.
Attachment
Attachment – To attach a file to the email, click Upload new file to Browse for the file on your computer. Then click Upload image/file in the pop-up window in which you selected the file.
You may upload the following file types:
- Microsoft Excel (.xls)
- Adobe PDF (.pdf)
- ZIP and RAR Archive files (.zip and .rar)
- Web-Safe image formats (.jpg, .png, and .gif)
- Microsoft Outlook and Lotus Notes business cards (.vcs and .or5)