Pre-defined e-mail templates
We have pre-defined some e-mail templates, you can use in the communication of your event, according to the best practices in the market. Select the e-mail you want for your "Communication" when creating an event. You can adjust the default text for these text templates that appear when creating these e-mails.
(Click on the following link to go to this separate article for more details: “Scheduled e-mails").
The following communication mails are available to use in your event:
-
Save the date mail
(Click on the following link to go to this separate article for more details: “Save the date mail") -
Invitation mail
(Click on the following link to go to this separate article for more details: “Invitation mail") -
Reminder mail
(Click on the following link to go to this separate article for more details: “Reminder mail") -
Internal reminder mail
(Click on the following link to go to this separate article for more details: “Internal reminder mail") -
Confirmation mail
(Click on the following link to go to this separate article for more details: “Confirmation mail") -
Pre-event mail
(Click on the following link to go to this separate article for more details: “Pre-event mail") -
Thank you mail
(Click on the following link to go to this separate article for more details: “Thank you mail") -
Tickets mail
(Click on the following link to go to this separate article for more details: “Tickets mail") -
Write new email (Ad hoc)
(Click on the following link to go to this separate article for more details: “Write new email (Ad hoc)")
By clicking on one of the links above, you will go to the article of that specific mail.
Below we will briefly describe the functionalities common to most e-mail types.
E-mail design
Each of the e-mails (except for the internal reminder) offers some additional design options. By default, the design section is closed. Click the “^” icon to open the design section. Depending on the e-mail type you are creating, you will see different options you can select (to show) or unselect (to hide).
An example below:
E-mail content
Fill in the subject and add/edit content in the editor.
Personalize the content of the e-mail using the variables. Use the “” icon to add these variables.
Dynamic content (Paid feature)
With the usage of dynamic content, you can easily target specific segments/venues in our different emails. You only need to make 1 email but you add different content blocks in which you will add which content should be visible to specific segments/venues.
(Click on the following link to go to this separate article for more details: “Dynamic Content").
Tips:
- Keep the design in the e-mail simple for optimal readability and conversion.
- If you communicate in multiple languages; make sure to write the copy in all the languages.
- When using variables, make sure to collect the info you need to correctly fill in those variables in your e-mail body. For instance: if you do not ask for the name of the extra guests on the registration form and you send an e-mail to all attendees in which you used the #lastname, the extra guests will not see their names.
E-mail attachments
In most of the mails, you will be able to add attachments. Read the article below to understand what is possible.
(Click on the following link to go to this separate article for more details: “File Formats to use").
Testing your e-mail
When creating an e-mail, you can send a test e-mail using the top left “Send test mail” functionality. The e-mails will be sent in the language you are editing to the InviteDesk users you select.
Tip: the test e-mail helps you to check how the e-mail would look for your audience – it is not a fully functional test mail (e.g. you will not be able to go to the registration page). It's mainly intended for the look & feel. This mail can only be sent to users in the system. If you want to test a functional mail, you can add yourself to the invitation list and send yourself a specific mail.
Managing your communication flow
Once your event is published, you have a button top right to either pause or restart all communications with just one click:
For each e-mail or page that you have created, you can set it to either "active" or "inactive" using the sliders. This is useful if, for example, you have not yet entered the texts in all languages and want to avoid the e-mail getting sent automatically.