Introduction

User Value

• Personalized Communication: The Manual Email feature enables event organizers to send personalized emails to attendees. This allows you to tailor your messages based on attendee preferences, interests, or any other relevant information you have collected during the registration process. By delivering targeted and customized content, you can enhance attendee engagement and satisfaction.
• Flexibility and Control: With the Manual Email feature, you have complete control over your event communication. You can draft, schedule, and send emails at your convenience, ensuring that your messages reach attendees at the right time. This flexibility allows you to adapt your communication strategy based on event updates, announcements, or any other important information you need to convey.
• Streamlined Email Management: Our Manual Email feature provides a comprehensive email management system. You can easily track the status of each email, including completed (processed to SendGrid), scheduled, draft, and failed (failed to process to SendGrid). This visibility allows you to monitor the progress of your email campaigns and take appropriate actions if needed.
• Improve the attendee conversion rate: To further enhance your email management experience, we offer additional functionalities within the Manual Email feature like the Email statistic module and resend. You can make copies of previously sent emails, saving time and effort when creating similar messages. Additionally, you have the option to resend emails to specific recipients, ensuring that important information reaches all intended recipients. Lastly, our email statistic analysis provides valuable insights into email performance, including open rates, click-through rates, and bounce rates, allowing you to optimize your communication strategy and improve the convert rate.
  

How to Use the Manual Email Feature

• Contact our Customer Support team to charge your manual email quota. 
  

• Create a manual email by clicking on "+ Create Campaign".
  
• Set up sender information 
  
1. Organizers can use their own email domain to further improve the open rate. Please refer to the "Setting Up Custom Sender Email Domain" section in this article for more information on setting up a custom sender email domain.
   
2. Input "Reply-to" email addres. This is the email address that will receive attendee replies. 
    
• Compose your email
  
• Include the email subject line and select your recipients 
  Note : Organizers can select the recipients by criteria or add them manually. If selecting by criteria, organizers will be able to select attendees based on the assigned tags, custom field responses and attendee status. Once the respective criteria has been selected, the corresponding attendees will be displayed on the right.
  
  
  
  
• Attach a calendar reminder into the email template if needed. 
  
• Recipients will be able to add the event into their personal calendar once this feature is toggled on by the organizer.
  
  
  
• If toggled on, a calendar will be attached in the email as below where attendees are able to add it to their personal calendar.
  
  
  
• Add or edit the email content. 
  
• Drag & drop the content blocks from the right panel to the email template and also manage the template settings under "Body".
  
  
  
• Organizers can make use of merge tags to further personalize the email content for each recipient. Please refer to this article for more information on merge tags. To add merge tags into a manual email template: 
  
• Drag & drop a new text field or click on exisiting content boxes > Click Merge Tags > Select respective merge tag.
  
  
  
• Save Draft
  
• Click the "Save Draft" button to save the email. Organizers may also send a test email by clicking "Send Test Email" to themselves to check the content. 
  
  

1. Click on "Schedule & Send" to view the sending options. 
   
2. By clicking on Schedule, the date and time can be chosen.
   
1. Once the date and time is chose, the scheduled date and time will be shown on the manual email page. 
   
   
3. By clicking on Send Now, there will be a pop-up to confirm the action.
   

To further enhance your email management experience and improve the attendee conversion rate, we offer additional functionalities within the Manual Email feature such as the Email statistic module, email copy and resend. To learn more of the email statistic analytics, please refer to Email Statistic Enhancement & Resend section below.

1. To view the manual email statistics for a particular email, simply click on the Dashboard icon.
   
   
   
   
   
   Note: To know more regarding each term, simply hover over the question mark icon available on each term.
   

Email Statistic Enhancement & Resend 

Email Statistic enhancement

Our EventX2.0 platform integrates with Sendgrid to provide detailed email status for each recipient. After a manual is sent, you can click on the dashboard page to see the Delivery Statistics,

Email statistics provide insights to maximize impact. See what engages subscribers so you can optimize. Track conversions, list growth, content popularity, and spam to improve. Monitor revenue, engagement, and rendering. 

To check detailed Statistics, simply click the data icon of the sent email & enter the email dashboard tab, you can check the flowing status: 

• Processed - Sendgrid has processed the email for delivery 
• Delivered - Sendgrid delivered the email to the recipient's email server 
• Dropped - The email was dropped before it could be delivered 
• Opened - The recipient opened the email
• Clicked - The recipient clicked a link in the email
• Bounced - The email bounced and was undeliverable
• Reported as Spam - The recipient marked the email as spam target and Re-Engage Attendees

 

Email Resend

As an event organizer, In order to improve the email conversion rate, With just one click, you can resend the same email to attendees who did not open or click the original email. This allows you to re-engage receptive attendees and give them another chance to engage with your content.

To resend an email, simply go to the you can click the status box for filtering the recipients you wanna retouch, tag them and click the resend button, then the system will generate the same email content with those tagged recipients.

How To Duplicate A Manual Email Template?

To copy a manual email template, simply click on the Duplicate icon.

How To Resend A Manual Email?

1. Click on the Dashboard icon. 
   
   
   
2. Select the filter that you would like to target (for eg: "Not Clicked") > Select the attendees that you would like to resend the email to.
   
   
   
3. Click Resend Email. 
   
   
   

Remarks

• Please ensure that you have sufficient manual email quota available before utilizing this feature. For detailed step-by-step instructions and further information, please refer to our support documentation or reach out to our Customer Support team.
  
• The manual email page will display a maximum of 10 emails per page. To switch the page, click on the ">" button.
  
  
  
  
• The definition of the email status
  • Completed: the email has been successfully processed to sendgrid
  • Scheduled: the email was scheduled but not send yet
  • Draft: the email was not schedule or send yet 
  • Fail: the email has been failed in processed to sendgrid

We are launching an "Unsubscribe" feature for our manual email campaign. This will allow recipients to opt out of receiving future emails from your event automatically, in order to comply with local privacy laws.

• There will be an "Unsubscribe" link at the bottom of all manual campaign emails.

• Clicking on this link will take the recipient to an Unsubscribe confirmation page.

• Event organizers may remove the the EventX Unsubscribe block and use their own unsubscribe handling

This new feature provides email recipients full control and flexibility over the emails they receive from your event. It is part of our ongoing effort to provide a great experience for your event contacts.

Organiser View (Portal)

 

Attendee View (Email)

1. Click unsubscribe button in the bottom of email
   
2. Confirm to unsubscribe the information of current event
   

 

Feature Remarks

• Applicable to all pricing plans.
  
• Only applies to manual email campaign, excludes automated email campaigns.
  

Adding Ticket Class Name

Introduction

1. Invitation 
   
2. RSVP Invitation
   
3. Confirmation (With Ticket)
   
4. Confirmation (Without Ticket)
   
5. Reminder (24 Hour) 
   
6. Reminder (1 Hour)
   
7. Acknowledgement Email (Only applies to events with EventX 2.0 Attendee Approval turned on)
   

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.
   

How to Use the Automated Email Feature

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. 
    

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. 
   
2. Start editing the email template. 

1. Organizers are able to use their own domain to send out automated emails to improve open rates. Please refer to the Setting Up Custom Sender Email Domain section in this article for more information on custom sender email domain setup. Once the domain setup is done, the Selecting Custom Sender Email Domain For Automated Email section would guide you on how to select the custom domain for automated emails.
   
   
   
   
2. Input the desired Sender Name to the highlighted box. 
   
   
   
3. Edit the Email Subject line by directly changing it on the highlighted box below.
   
   
   

1. 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.
    
   
   
2. To add either blank blocks or a button, use "Blocks" on the right panel. Then, drag & drag the desired blocks onto the email template. 
   
   
   
3. To manage the template settings, click "Body". 
   
   
   
4. Organizers can utilize merge tags to further personalize the email content. Please refer to this article for detailed steps on how to add merge tags and this article  for more information on merge tags. To add merge tags into the automated email template: 
   
1. Drag & drop a new text field or click on existing content boxes > Click Merge Tags > Select a suitable merge tag.
   
   

1. Click "Save Draft" at the bottom left corner once changes are made. 
   
   
   
2.  Click "Send Test Email" > Enter the target email address > Click "Send Test Email".
   
   
   
   
   

Selecting Custom Sender Email Domain For Automated Email 

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.
   
   
   

1. Go to Attendee List > Select the corresponding attendees > Click the resend icon.
    
1. Note: Organizers can also search for attendees/speakers/booth exhibitors or booth representatives using the search bar.
   
   
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".
   
   

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 email template is not editable at this moment.
2. This is an automated email, organizers cannot trigger this email manually. 

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

Setting Up Custom Sender Email Domain 

Allowing event organizers to set up custom email domains when using event management software offers several benefits, including:

• Professionalism: Custom email domains provide a professional touch to the communication between event organizers and attendees. It gives a more serious and credible look to the event.
• Brand Recognition: Event organizers can use their company or event name in the email address, which will help attendees recognize and remember the brand more easily.
• Higher open rate: Attendees will be more likely to open the email with the event organization email domain.
• Increased Security: Having a custom domain makes it harder for spammers or hackers to spoof the event organizers' email addresses, which can help protect both the organizers and the attendees.

About admin roles for this task

You must be a super admin or org admin with access to the DNS records of your public custom domain.

Before you begin

You will need to grant EventX permission to send emails on your behalf. Once you have completed Domain Authentication by following the instructions on this page, both receiving email servers and human recipients will be more likely to trust the legitimacy of your messages, which means you're more likely to reach an inbox than a spam folder.

 

1. Access the Custom Email Domain. Begin by clicking the Event Settings on the left-hand side navigator, under the Basic Event Info tab, you can find Custom Email Domain after you have enabled the Email as the event delivery method.

 

2. Add a new email domain. Enter the domain name and click Add. Then you will need to follow the instructions to set up the domain.

Note: You may need to contact your internal technical support and domain host to configure the settings for you.

Note: Please add the following records in your DNS settings on your domain provider’s site. They give us permission to send emails on your behalf by authenticating this domain.

Once you have configured the DNS settings, you can click Check Status to confirm if the status is verified.

3. Add a new sender name and email. Click Add Email and enter the Sender Name and Sender Email that you would like to use for email communication with attendees. Then click Verify Email.

4. Select the email address for sending Manual emails. Once the email address has been verified, you can select it from the Sender dropdown when you draft the manual emails.

Note: Custom email domain is only supported under the Manual Email module. The Automated Email with custom email domain settings will be released later.

Note: You may not be able to select the custom email address due to the verification failure. Please check with your domain host for DNS settings confirmation. 

FAQ

1. Shall I input the full cname records on the domain portal?
2. You should only input the subdomain part on the key of the cname/TXT record. For example, user will only need to input s1._domainkey on the key part.
   
     
   
   
   
   
   

3. How can I confirm if the cname/TXT records have been effective?

   You can do a cname/TXT record lookup and confirm if the records have been effective.
   CNAME lookup: https://mxtoolbox.com/CNAMELookup.aspx

   TXT lookup: https://mxtoolbox.com/txtlookup.aspx

4. Possible to add an email address which cannot receive email?
   In order to maintain security, the custom sender feature requires a verified email that is able to receive emails. This ensures that only users who have provided a valid and active email address can access the custom sender capability. By gatekeeping this feature behind email verification, we aim to prevent misuse from unverified users. 

Can I change the "Reply-to" email address for my email? 

Yes, you can. The default "reply to" email would be the system login email. You can change the email address that you would like to receive the reply email. 

For "reply to":  when your guest receives the email, and if they click "reply" on their email provider, the email will be sent to the email address which you set as below.

How can I create a table in the email template? 

Using HTML code to create table in your email content

If you need to display information in table format, you will need to create a table by HTML codes.

Steps:

1. Go to the email and click Edit message to edit the email content.

2. Drag-and-drop the "</> HTML" content block to the target location

3. Click to select the HTML content block to input the codes direclty to the editing panel or paste the HTML code you create from other HTML editor

4. Adjust the HTML code to fit the layout if need.

5. Save your work when it is done. Remember to click Apply to save all the changes before leaving teh email edit page.

Heres is an useful reference in building a table in HTML code: https://templates.mailchimp.com/development/html/

Xtra Remarks:

We do not recommend copy and paste a table to the email content as the table layout may not will be affected and cannot be edited easily. 

Can I embed a map in my email content, say a Google Map link?

If you need to include a map link in your email content, you can simply copy and paste the link into a text box. 

Unable to click on check-in QR Code URL on Outlook. 

Unable To Click Check-in QR Code URL

If attendees encounter an issue where the Check-in QR Code URL cannot be clicked when using Outlook as shown below, organizers can manually convert the URL into a hyperlink in the email editor. 

Steps to manually convert URL into a hyperlink

1. For both automated or manual email templates, click on the edit icon for the email template that you would like to edit. 
   
   
   
   
   
   
2. Click on {{attendeeCheckInQRCodeUrl}} > Click on the link icon.
   
   
   
   
3. Input "{{attendeeCheckInQRCodeUrl}}" as the URL and click Save.
   
   
   
   
4. Click Save Draft.
   
   
   
   
5. Once saved, organizers can send a test email. The URL will then be displayed as a hyperlink. 
   
   
   

Unable To View Check-in QR Code

If attendees encounter issues with viewing the Check-in QR Code, it might be because the content has been blocked. To view the QR Code, click on Show blocked content.

How to add an attachment into an email template?

As a workaround to add an attachment into the manual or automated email templates, organizers can follow the steps below.

1. Click on the edit icon to edit the email template. 
   
1. On manual email 
   
   
2. On automated email 
   
   
   
2. Drag and drop the Text field onto the email template. 
   
   
   
3. Once the text box has been added, simply input a link that directs the attendee to the attachment. For example, organizers can attach a Google Drive link. 
   

How to avoid emails from going to the spam folder? 

You may use this tool to check if the sender domain and content is in high score. 

https://www.mailgenius.com/

Copy the email address on the tool and send a test email in EventX.

Example of good reputation. (Sender Email: invite@mail.eventx.io)

Example of bad reputation

There are several ways to help prevent emails from being sent to spam folders, including:

1. Avoid using unsolicited or spammy content: Make sure that the content in your emails is not considered spammy or unsolicited by recipients. Avoid using salesy language, excessive advertising, or unsolicited offers in your emails.
2. Include a unsubscribe link: Include an unsubscribe link in the footer of your emails. This helps demonstrate that you respect the recipient's privacy and are willing to comply with their preferences.
3. Monitor your email reputation: Regularly check your email reputation to ensure that you are not sending emails to spam folders. Use tools likeSender Score or Mail Tester to monitor your email reputation.
4. Do not use blacklists or greylists: Blacklists and greylists are lists of email senders that are considered spammers. Make sure that your email is not on any blacklist or greylist, and avoid using any software or services that may put you on these lists.
5. Remember, it is important to respect the privacy and preferences of your recipients, and sending emails that are considered spammy or unsolicited can damage your reputation and hurt your email delivery rates.
   

How to embed an existing email template to EventX's email editor using HTML code?

1. Remove any default content that is not needed. To do so, click on the content block and click the delete icon. 
   
   
   
   
2. Drag and drop the HTML content block onto the email template. 
   
   
   
   
3. Click on the block and paste the HTML code as shown below. 
   
   
   

How to edit images within a HTML email template?

In some cases, organizers would like to use their own email templates that have already been built. This can be done by embedding the HTML code into our email editor. However, if there are images within the HTML code, it might not be shown. Please follow the steps below to ensure that the images can be shown accordingly. 

Example Of Image Error 

Steps To Ensure Image Can Be Seen 

1. Drag and drop the Image content block and input the image that cannot be seen on the email. 
   
   
   
   
2. Copy the image URL after importing the picture into the email template. 
   
   
   
   
3. Open your HTML file using an editor. For eg; Notepad. Search for "<img" and replace the image source. To do so, paste the copied link into the section as shown below. 
   Note: Only replace the section as shown in yellow (src="images/...")
1. Before replacing the image source
   
   
   
   
2. After replacing the image source
   
   
   
   
4. Repeat the process to replace images that cannot be seen. 
   
5. Once done, copy the entire HTML code, drag & drop the HTML content block into the email template and paste the HTML code into it. 
   
   
   
   
   
   Note: If you would like to remove the default content within the email template, simply click on the block and delete it. 
   
   
   
   
6. Once the all the image sources have been replaced, the images will be visible.