On top of participants' registration via an event website, Eventtia also allows you to send out invitations to a list of contacts of your choice.
Indeed, thanks to the "Guests" module, you can import one or more contact lists which you can use to send invitations to your event. Please follow this link to learn How to import a guest list.
The steps to send an invitation email are as follows:
Step 1.
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Go to the "Registration" module and click "Communications".
Step 2.
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Click on "Mass Mail" to start a new message.
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Then click on "Actions" and on "New"
Step 3.
Before creating a new email to send to your registered participants, ensure you have configured the general settings.
- Start by defining the subject of your message (for example, 'Registration Now Open').
- Reply to: allows you to select the email account that participants can reply to after the mailing has been sent.
- Recipients: The Recipient field allows you to define which group of people will receive the mailing. You can choose between Guests and Attendees, and based on your choice, different options will become available to further refine the target audience.
- Select "Guests" :
You’ll then be able to select:
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- All
- Not Registered Yet
- Already Registered
- Cancelled
- Attendee Type: lets you narrow down the audience based on attendee types.
- Attendee Registered After Date: allows you to target people who registered online after a specific date , useful for sending updates only to recent registrants.
Note: On a Virtual Event a participant is considered as checked in when they access the Virtual Stage, for in-person events the check in is done when you manually check the participants using the check in app.
Please make sure you have selected the correct filters for the email you want to send
Step 4.
Once you’ve defined the recipient profile, you can start drafting your mailing in our email editor (Design tab). The system provides you with a default template that is already pre-filled and can be customized according to your needs.
- You can easily add elements such as buttons, photos, videos, columns, or tags (for example, guest names or event details), as well as custom HTML.
- The editor uses a drag-and-drop system, allowing you to move components around and personalize the email as you see fit.
All elements are customizable, including font, size, color, and background.
Now let’s take a closer look at the buttons you can add to your email. There are two types of buttons:
- Standard Buttons: can link to any URL, send emails, phone number, and have tags associated with participants or events applied to the button text.
- Custom Buttons: have special functions and link to system pages like registration forms (if no website has been created) , cancellation link. Their available tags are specific to these system actions. They are also fully customizable in appearance.
- To add tags within a text block, simply click inside the block to start editing the text. The list of available merge tags will automatically appear, and you can insert one with a single click.
Step 5.
- Once everything is properly set up, you’ll find the Actions button at the top left, where you can send test emails to yourself, schedule the mailing, clone the email, or send it directly.
NOTE: Ensure you are registered as a participant before sending a test email; otherwise, the tags will not function correctly.
Best practices when sending communications:
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Images should not be more than 800 pixels wide. This is because Outlook has a big issue when displaying images.
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We recommend using text and HTML instead of images to communicate.
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Please note that Email servers do not index images. For example, if a user performs a search for text of your event and all the text is within the image, nothing will appear.