How to send emails to your attendees ?

With Eventtia you can easily communicate with your audience, segment your messages to target the right people, and avoid spamming the rest of your contacts.

Here's how you can do it: 

Step 1. 

• Go to the "Registration" module and click "Communications".

Step 2. 

• Click on "Mass Mail" to start a new message. 

• 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 "Attendees" :
• 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.

Additional filtering options will appear:

• ​​Confirmation Status: to target attendees who are either confirmed or still pending approval.
• Payment Status: to filter by whether the attendee has paid or not. Refer to this article for more information.
• Check-in Status: to include only attendees who have or haven’t checked in yet.

• Print Status: to distinguish between attendees who have already printed their badge and those who haven’t.
• Workshops: This filter is in case you want to send an email to participants registered to an specific activity
• Networking Sessions: to target participants based on the networking sessions they’ve signed up for.
• Categories: to filter attendees according to custom categories or tags you’ve assigned to them.

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 pages, or downloads (badge, invoice). 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.

There you go! Now you can successfully send a communication to your participants.