Event Emails

The Event Emails feature lets you send a mass email to the people attending your event, and keeps a record of every email you have sent. This is ideal for last minute changes, directions to the venue, or a reminder the day before.

There are two parts to it: the Event Emails page in the dashboard sidebar, which lists the emails you have sent, and the email writer itself, reached from an event’s Actions menu by choosing Email Attendees.

You must be the organiser of the event to send emails for it, and if your credit balance is negative the page is restricted until you top up into positive credits.

The Email List #

Click Event Emails in the dashboard sidebar to see a table of every mass email you have sent. For each one it shows:

• Event – the event the email was for
• Subject – click it to view the email exactly as it was sent
• Date – when it was sent
• List – who it went to (attendees or buyers)
• Recipients – how many people it was sent to
• Delete – removes the email from the list (see below)
• Resend – resends the email to new attendees (see below)

[Screenshot: the Event Emails list]

Writing an Email #

Go to your Dashboard, hover the Actions button on the event and choose Email Attendees. The top of the page shows which email list is being used, normally Attendees – the email address each person gave on the registration form. If none are found, the email addresses of the buyers are used instead.

The form is filled in for you ready to edit:

• From: – your organiser email address(es). Replies to the email come back to these addresses, so leave it alone unless you know what you are doing
• To: – every unique email address of your attendees, in the form Name. You can add or remove addresses here before sending – separate multiple addresses with commas. Duplicate addresses are removed automatically
• Subject: – the event name, but you can change it to anything you like
• Message: – your email text, written in a familiar editor

Each recipient gets their own individual email – they cannot see anyone else’s address.

Personalising the Email #

Use placeholders in the message to personalise each email with the recipient’s details:

• [first_name] – the recipient’s first name
• [last_name] – the recipient’s last name
• [name] – the recipient’s full name

For example Hi [first_name], becomes Hi Sarah, in her copy of the email.

If any of the addresses in the To: list are invalid, a popup lets you correct or remove them before sending.

Attachments #

File attachments cannot be added to mass emails, due to the size of the emails generated and security concerns – many email services now flag or block bulk attachments as spam.

If you want to send attendees a file, such as a programme or directions, upload it to an external service like Dropbox, Google Drive or your own website, then put a link to it in your message instead. Highlight the text you want to turn into a link (eg Download the programme here) and click the link icon in the editor toolbar, then paste in the file’s address.

[Screenshot: the email form with recipient list and message editor]

Sending a Test Email #

Click Test Email to send a copy to yourself only, with the word TEST: added to the subject. Test emails are free to send and you should always send one first to check the formatting and placeholders look right.

Sending and Credits #

Mass emails cost 1 credit per 100 recipients – the exact cost is shown on the page before you send, and again in the confirmation popup along with the number of recipients. Emails for free events cost nothing. The maximum you can send to in one go is 1500 recipients – for more than that, send the email in batches.

To avoid the credit charge completely you can download the attendee list from the Attendees page instead and use your own email client.

Once sent, the email is saved and appears in your Event Emails list, and a copy of the notification is sent to Snappy.

Resending to New Attendees #

Click the Resend icon on an email in your Event Emails list to send it again – but only to people who registered after the original email went out. Anyone who received it the first time will not get it again. The original subject and message are loaded for you to edit before sending.

Deleting an Email #

Click the bin icon on an email in your Event Emails list and confirm to delete its record. This only removes the saved copy from the list – emails already delivered cannot be recalled.