Automated Email

Automated Email

Video Guide

  1. To view the video recording for the automated email feature, please click on this link.

Article Guide

Introduction

Under automated emails, organizers are able to customize different email templates to personalize the email content. These templates can be turned on/off depending on the organizer's preference. The templates available to customize are: 



  1. Invitation to Attendee
  2. Invitation to Host/Speaker/Exhibitor/Booth Rep
  3. Invitation to Event Manager
  4. RSVP Invitation
  5. Confirmation (With Ticket)
  6. Confirmation (Without Ticket)
  7. Reminder (24 Hour) 
  8. Reminder (1 Hour)
  9. Acknowledgement Email (Only applies to events with EventX 2.0 Attendee Approval turned on)
  10. Offline Payment Invoice Email 
  11. Order Summary Email To Ticket Purchaser 
Note
  1. The automated Reminder (24 Hour) and Reminder (1 Hour) will be toggled OFF by default once a new event is created. Please refer to the Toggle On Automated 24hr & 1hr Reminder Email section below.

Toggle On Automated 24hr & 1hr Reminder Emails 

Under certain conditions, organizers may want to disable the automated reminder emails from being sent out. To do so: 
  1. Go to Email > Select Automated Email > Scroll down and you will see the Reminder (24 Hour) and Reminder (1 Hour) email template
     


  2. Toggle on/off accordingly. 

Remarks

  1. The reminder email toggle is toggled OFF by default once the event is created. Organizers will have to toggle it ON if reminder emails are needed.
  2. The toggle is independent for both Reminder (24 Hour) and Reminder (1 Hour) emails. Organizers will have to toggle on/off both reminder emails separately according to the event needs. 

How to Use the Automated Email Feature

Step 1 - Selecting A Template & Recipient 
  1. Go under Email > Automated Email > Select the template that you would like to view / edit.



  2. Click on the Edit icon to edit the template



    Note: 
    1. It will take approximately 10 minutes for the email statistics such as the Delivered, Opened  & Clicked rate to be detected. 
Step 2 - Set Up Sender Information, Reply-to Email & Subject Line 
  1. Organizers are able to use their own domain to send out automated emails to improve open rates. Please refer to this article for more information on custom sender email domain setup. Once the domain setup is done, you'll be able to select the domain as shown below. 





  2.  If you are using EventX's default sender domain, the sender name can be changed as shown below.  



  3. Add Reply-to Email. This is the email address that will receive any replies from the attendees. 



  4. Edit the Email Subject line by directly changing it on the highlighted box below.



Step 3 - Adding A Calendar Reminder Into Email Template 
  1. If organizers would like to attach a calendar reminder to the Email template, simply toggle on "Attach Calendar Reminder in Email". 


    1. Note: Once toggled on, attendees will be able to add the event to their personal calendar. 

Step 4 - Including check-in QR code in email attachment (if applicable to event)
  1. Organizer may toggle on "Include check-in QR Code in email attachments" if they prefer to have a separate attachment of the QR code in the email. This is helpful if recipients email usually block receiving images in the email content.
  2. When toggled off no QR code attachment will be included in the email.
  3. The toggle on/off for QR Code will not affect the QR code Merge tag of the email content.
  4. This is only available for the automated confirmation and reminder emails. 


Step 5 - Editing Email Content 
  1. Start editing the email template by clicking on Edit 


  2. To edit current content, simply click on the existing blocks on the email template. To add new content, drag & drop the content blocks from the right panel onto the email template.


    1. Note: In order to edit the mobile view of the email, simply click on the mobile icon as shown below.
       

  3. To add either blank blocks or a button, use "Blocks" on the right panel. Then, drag & drag the desired blocks onto the email template. 


  4. To manage the template settings, click "Body". 


  5. Organizers can utilize merge tags to further personalize the email content. Please refer to this article  for more information on merge tags. 

  6. For events that do not need to access the EventX Webapp, organizers can delete the Enter Event button found in the automated Confirmation and Reminder emails. To remove the button, click on the button block and click on the delete icon.

    Note : If the Enter Event button is removed, the attendee wil have to use the link in the automated invitation email to access the landing page. 


Step 6 - Saving & Test Sending The Email
  1. Click "Save" at the bottom left corner once changes are made. Then click on Back to Email to exit the email editor.





  2.  Click "Send Test Email" > Enter the target email address > Click "Send Test Email".




Selecting Custom Sender Email Domain For Automated Email 

Organizers are able to use their own custom email sender domain for automated emails. This applies to all automated emails including:

  • Invitation to Attendee

  • Invitation to Event Manager

  • Invitation to Host/Speaker/Exhibitor/Booth Rep

  • RSVP Invitation

  • Confirmation (Without Ticket)

  • Confirmation (With Ticket)

  • Reminder (24 Hour)

  • Reminder (1 Hour)

  • Acknowledgement Email 

  • Offline Payment Invoice Email

  • Order Summary Email To Ticket Purchaser


Note: Organizers need to first set up the custom sender email domain to be able to use this feature. For more information on how to set up a custom sender domain, please refer to our support article here.

Checking Automated Email Delivery Status & Statistics 

  1. In order to check the delivery status and statistics of the desired automated email, simply click on the dashboard icon.



  2. Under the Dashboard, you will be able to click on the respective filters to view the attendees under the respective filter.


Resending Automated Emails 

Resending automated emails to attendees on the dashboard page

Remarks
The steps below do not apply to the following email templates:
  1. Invitation to Attendee
  2. Invatation to Event Manager
  3. Invitation to Host/Speaker/Exhibitor/Booth Rep
  4. Offline Payment Invoice Email 
  5. Order Summary Email To Ticket Purchaser
Steps
  1. Hover over the automated email and click on the dashboard icon.


  2. Select the particular block that you would like to resend the email to. 


  3. Click on the checkbox to select the attendees and click the resend icon. 



  4. You will then be redirected to the manual email editor. Input the necessary information and proceed to send out the email. 
    Note: Each email rensent via this method will consume 1 manual email credit. 



Resending specific emails to specific attendees

For example, you would like to resend a confirmation email to attendee A. 
  1. Go to People List > Select the corresponding attendees > Click the resend icon.



  2. There will be a pop-up that shows the type of email (Invitation/Confirmation) that will be sent out to the recipient and also if the attendee is eligible to receive a resent email.
    1. Note: Organizers are not able to resend automated emails to Lead Finder prospects. Instead all emails to Lead Finder prospects should be done through manual email. 

  3. Click Next > Select the attendee that you would like to send them an SMS notification (If SMS notification is turned on) > Click "Long Press to Send".

Automated Order Confirmation Email 

Below is the look and feel of the automated order confirmation email. This email will be sent out to the purchaser when the Online Payment successfully completed.



Remarks

  1. The Promo Code used by the purchaser will be shown below the ticket name. The sample image is as shown below.


Limitation

  1. This is an automated email, organizers cannot trigger this email manually. 


Automated EventX Daily Digest Emails

 

EventX Daily Digest emails are automatically sent by EventX to notify key individuals on the event updates such as the total event registrants to-date. Currently, these automated emails will be sent to: 

  1. The Organization Admin - The email address used to create the organization on the EventX backend portal.
  2. The Organization Managers - The email addresses that have been assigned under Team Management. 

 

Note: 

  • The “EventX Daily Digest” emails cannot be disabled.

Adding Ticket Class Name

In some cases, organizers might want to include the name of the ticket that the attendee has purchased into the email template. Organizers can do so by including the "ticketClassName" merge tag. Please refer to this article on how to add merge tags to an email template. 

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