Event Mailing

In addition to the option of sending emails to event participants via dynamic groups using the Communication application, it is also possible to send mailings directly from the event. Previously, mailings could be sent from various locations in the Events application, but this has now been centralized under the ‘Send mailing’ tab.

It is possible to send emails to all participants or all invitees. It is also possible to send an email to speakers if the Program module is activated for this event and to abstract submitters if the Abstract module is activated for this event.

To send an email for an event, click on the ‘Send mailing’ tab. In the overview that appears, you can see all emails sent for this event. Click on ‘Add’ to create a new email. You can then choose between ‘Invitees’, ‘Participants’ and, if applicable, ‘Speakers’ or ‘Abstract Submitters’. The settings associated with these options are explained below.

Invitees

When you select ‘Email to invitees’, you can send an email to everyone who can register for the event, as set in ‘Invitee groups’ under configuration. This is useful, for example, for sending out invitations to the event.

In the screen that follows, you can set the properties of the email under ‘Properties’, including the language, the sender's details, the subject, and whether a CC should be sent.

Under ‘Use a template from communication’, you can use a template created in the Communication application for this email. Read this article for more information about creating templates.

Under ‘Beneficiaries’, you can exclude certain groups set up under ‘Invited groups’ from receiving this email.

When you click on ‘Save’, you will be taken to the ‘Content’ screen, where you can add the content of the email. It is also possible to import the content of an old email using the ‘Import’ button.

When you click on ‘Save’, you can then preview the email. If you are satisfied with it, you can send the email in the next screen by checking the box and clicking on ‘Send’.

Participants

If you select ‘Email to participants’, you can send an email to everyone who has registered for the event. This is useful, for example, to provide further information about the event.

In the screen that follows, you can set the properties of the email under ‘Properties’, including the language, the sender's details, the subject, and whether a CC should be sent.

Under ‘Use a template from communication’, you can use a template created in the Communication application for this email. Read this article for more information about creating templates.

Under ‘Beneficiaries’, you can set whether participants with a certain ticket option receive the email or not.

If the Accreditation module is present, under ‘Filters’ you can specify that only participants for whom a certificate has been created will receive the email.

When you click on ‘Save’, you will be taken to the ‘Content’ screen, where you can add the content of the email. It is also possible to import the content of an old email using the ‘Import’ button. Under ‘Attachments’, you can also attach the invoice, the ticket, or an .ics file that members can use to easily add the event to their calendar.

When you click on ‘Save’, you can then preview the email. If you are satisfied with it, you can send the email in the next screen by checking the box and clicking on ‘Send’.

Link to the Program module

The settings below are only available when a program has been activated for the event. First, we will explain some additional settings for sending an email to participants, then we will explain how to send an email to speakers.

Participants

In addition to what has been discussed above, if the Program module is present, the group of beneficiaries can be further refined under ‘Beneficiaries’. This makes it possible to send the email only to participants who have registered for a specific program. It is also possible to send the email only to participants who have registered for specific activities.

Under ‘Filter’, it is also possible to select that only participants whose program has been updated receive the email. This makes it possible to send the updated program via this email by attaching the participants' program to the email.

Under ‘Activity filter’, it is possible to set a minimum and maximum number of activities for which participants who are to receive this email must be registered. It is possible to determine this for the total number of activities as well as for specific activity types. In this way, for example, participants who still need to register for a certain number of activities can be notified, or participants whose program is complete.

In addition to these additional settings under ‘Beneficiaries’, there are also attachments linked to the Program module under ‘Content’. This makes it possible to attach a participant's program. If there are multiple programs (for example, because the event lasts several days), you can choose whether participants receive these programs as a single PDF or as individual PDFs in the attachment.

Speakers

When you select ‘Email to speakers’, you can send an email to everyone who will be speaking at the event. This is useful, for example, to provide further information about the event or the link to the speaker dashboard.

In the screen that follows, under ‘Properties’, you can set the properties of the email, including the language, the sender's details, the subject, and whether a CC should be sent.

Under ‘Use a template from communication’, it is possible to use a template created in the Communication application for this email. Read this article for more information about creating templates.

Under ‘Beneficiaries’, it is possible to ensure that only speakers who are speaking on a particular program receive the email. It is also possible to set it so that only speakers who are scheduled to speak at a particular scheduled activity receive the email.

Clicking on ‘Save’ will take you to the ‘Content’ screen, where you can add the content of the email. It is also possible to import the content of an old email using the ‘Import’ button. Use the placeholder {{dashboard-link}} to give the speaker access to the speaker dashboard.

Under ‘Attachments’, you can also add the speaker program as an attachment to the email.

When you click ‘Save’, you can then preview the email. If you are satisfied with it, you can send the email in the next screen by checking the box and clicking ‘Send’.

Link to the Abstract module

If the Abstract module is present in the event, the option ‘Email to abstract submitters’ will also become available. Select this option to send emails to participants who have submitted an abstract.

In the screen that follows, you can set the properties of the email under ‘Properties’, including the language, the sender's details, the subject, and whether a CC should be sent.

Under ‘Use a template from communication’, it is possible to use a template created in the Communication application for this email. Read this article for more information about creating templates.

Under ‘Beneficiaries’, you can select which abstract submitters should receive this email. You can distinguish between the submission status (draft, withdrawn, and/or submitted) of the abstracts of abstract submitters and their acceptance status (pending, accepted, and/or rejected). 

Clicking on ‘Save’ takes you to the ‘Content’ screen, where you can add the content of the email. Under ‘Attachments’, you can also specify that the submitted abstract should be attached to the email.

When you click on ‘Save’, you can then view a preview of the email. If you are satisfied with it, you can send the email in the next screen by checking the box and clicking on ‘Send’.