Speaker Email Templates
Available only when Speaker and Session Management is enabled for the event (on Plan > Configure > Options).
The emails you create here are similar to the emails you create in Communication > Email Templates.
The difference is that these emails are for you to send to speakers.
The dynamic data you can add therefore includes speaker fields and session fields.
You would use these email templates when you run reports of type Speakers or Sessions.
If you are using the Conference Sessions product in Speaker and Session Management, then the Speaker Portal Emails you select on the Speakers and Sessions Speaker Portal Settings page are created here.
To add, edit, or delete speaker email templates
- To add a new speaker email template, click Add New.
- To edit an existing speaker email template, click in the Actions column in the list of templates.
- To delete a speaker email template, first click 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, with the details listed below for each one.
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
- Name
- Date Created
- Date Modified
- Action, a column with these three icons for each email template:
- Click to edit the template, in the sections described below.
- Click to copy the email.
- Click to preview the body of the email in a pop-up window.
If the email includes dynamic fields, the preview shows them as they appear in the Message body when you are editing it.
For example, <{FirstName}>.
Email Template Name
- Name — (Required) 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), make sure its name is unique across all events.
It would overwrite existing templates in other events if they had the same name.
Email Template Details
- From — (Required) The email address from which Certain will send the email.
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** — (Required) The email address to which replies will be sent when a recipient clicks 'Reply'.
Default: as described for **From** address.
> **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 [Implementation Security](https://community.certain.com/pagehelp/implementation/security.htm) and the [Event Setup Detail](https://community.certain.com/pagehelp/event/detail.htm#contact).
> **NOTE 2:** When you copy an event, including its speaker email templates, the **From** and **Reply To** fields in [Implementation Security](https://community.certain.com/pagehelp/implementation/security.htm) and the [Event Setup Detail](https://community.certain.com/pagehelp/event/detail.htm#contact) are used for the new event.
> 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 that email message being interpreted as SPAM by some mail servers, because the From and Reply To address domains do not match.
Certain leverages Sendgrid, which is 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, we recommend that you 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 — (Required) The subject line for the email.
- Message — 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 Management Assets instead of event-level assets, so that they are available to all events in the account.
- 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. (See additional instructions about using the HTML Editor.)
- You can clear the check box in order 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 (as it is by default), the message will be sent as HTML instead of as 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: Available only if Send as HTML is selected.
- 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)