Building Events: Communicate

Last updated: September 20, 2021

Communicating with your Invitees, Registrants, and Attendees is a vital part of successful Event management. EventBuilder provides Organizers with a variety of email templates to select and customize for their Events.

Screenshot: Event Detail with the Communicate step highlighted.

Learn about the Communicate section with our Overview here

Communicate Options/Instructions

Note: Because emails can be enabled or disabled at either the Template level or Event level, any emails that have been disabled at the Template level will be greyed-out on the screen below. Organizers can reactivate them at the Event's Communicate Step.

In the Communicate window, you will see a listing of available emails with their default delivery timing displayed, and the 'Test,' 'Edit,' and 'Send' or 'Resend' links available. You also have the option to insert a confidential disclaimer on all transactional emails you choose to send. 

Screenshot: list of available communication emails, insert confidential statement option listed. Image text: Information regarding your event is included in the emails below. Just click Edit to customize the text, change the delivery timing, or disab le and email. The EventBuilder software automatically distributes enabled emails according to the timing you select. You can resent a batch email that has already been delivered if you like.

Confidential Disclaimer

With 'insert confidential disclaimer' selected, the following text will be added to each email sent: "This may contain confidential information and is intended only for the individuals named. Please do not disseminate, distribute or copy this information to unauthorized users. Reasonable and appropriate measures should be taken to protect the data in this communication and any attachments from loss, misuse, and unauthorized access, disclosure, and alteration. Individuals and organizations may not process personal information in a way that is incompatible with the purposes for which it has been collected or subsequently authorized by the individual. Information may be retained in a form identifying or making identifiable to the individual only for as long as it services a purpose for which it was been collected."

Editing/Customizing Emails

Click 'Edit' to open your selected email. The edit window will open:

Screenshot: top of the window for customizing emails, including the subject line and banner selection.The Subject line can be personalized, but is a required field. {event_title} is a database field that will be automatically inserted upon sending. Organizers can leave the default Event banner (uploaded on the Set Up Step) or they may select 'Browse' to choose a different banner graphic for their email:

Screenshot: The 'Select File' window for uploading or choosing a banner for email customization.

From this dialog, Organizers can keep the Banner set on the Set Up page, upload a new Banner, or select a Banner file already available on the Portal. Recommended width: 1400px.

Files larger than 500 MB may need to be compressed to be uploaded successfully. Learn more about file upload recommendations here.

If Organizers would like to make any files or presentation materials available in advance of the live event, they may do so under the Attachments section. Click on the green '+' and select the file you wish to attach via the Select File dialog above.

Click 'Save.'

Next, click in the area highlighted below to open the full-featured HTML editors.

Here Organizers can add additional database fields by selecting 'fx' on the tool bar, as well as add text, images, and other available elements to customize.

Screenshot: email customization area with HTML editor shown.

Click in the salutation area to open the editor and customize your signature, add additional fields and other elements such as logos and certification badges, etc.

Screenshot: Bottom portion of customizable email, with the HTML editor and database variables button highlighted.

At the bottom of the email, Organizers can disable or customize text on the following buttons: Event Invitation, Registration Confirmation, Event Reminder, Event Reminder 2, Attended Event, Missed Event, and Event Rescheduled emails.Screenshot: Button enable dialog. Transcript: All dynamic elements are enabled on this email. If you want to customize these items, disable as appropriate below so you can add them back with your custom formatting.

To disable the buttons, click the circle icon: 

Screenshot: 'Register Now Button' dialog - enabled and disabled display.

When finished editing, click 'Save.' The window will close and return you to main Communicate window.

Send Event Invitation

Organizers can upload a list of Invitees in .csv format and send Event Invitations directly from their EventBuilder portal. 

Click on 'Edit' to customize the Event Invitation. When finished, click 'Save.' Next, click on the Send link.

Screenshot: Communication emails with 'Event Invitation' highlighted.

The following dialog will appear:

Screenshot: Send Invitation Email dialog. Image text: Upload Invitee list (csv file of email addresses) Learn More (link). By clicking Send, you affirm that you have permission to use and share this information with us. For more information, please see our Privacy Notice. (link).

Click 'Upload List' to open your File Manager. Select the desired .csv file, and click 'Open.' The .csv filename will appear in the field shown. The Invitees from your list will appear in the window, where you can verify and/or delete Invitees.

Screenshot: Send Invitation Email dialog after a csv file has been uploaded.

Click 'Send.' 

Note: Organizers must have their invitation recipients' consent to share name and email information prior to distribution.

After sending Event Invitations, Invitees will be listed in Registrant Management as 'Invited.' To check registration status, click on the 'Send' link and select, "Click to see invited registrants.' 

This action opens the Registrant Management area in a new browser window. Invitees who have not responded appear on the list as INVITED USER with a status of 'Invited.'

Upon registration, the record is updated to display the Invitee's first and last name, and their status will change to 'Approved.' Other security settings may require additional registrant management. Learn more about EventBuilder Security Options.

Customize Delivery Timing

Organizers can choose the timing of delivery on the following emails:

  • Event Reminder
  • Event Reminder 2
  • Attended Event
  • Missed Event
  • Event Rescheduled

Navigate to the email you wish to set the delivery schedule for by clicking the 'Edit' link.

Screenshot: Email templates available for delivery timing setup, with the 'edit' button circled.

Navigate to the bottom of the window and select from the options listed: 

Screenshot: Delivery timing dialog with options.

Choose Before Event or After Event, select Hour(s) or Day(s) and choose the timing of delivery in the counter field.

Note: Delivery times can be adjusted on the Event Reminder emails unless the time set has passed. i.e., If you have an Event Reminder scheduled to be delivered three days before the Event, you cannot change the delivery day after the email has been sent. You may use the 'Resend' option if needed.

Click 'Save.' The window will close and your delivery schedule will be set.

Resend Email Option

Enabled emails are automatically distributed on the schedule you have specified. Event Reminders, Attended Event, Missed Event, and Event Rescheduled batch emails can be resent if the scheduled delivery time has passed and Organizers need to contact Registrants. These cannot be edited after-the-fact, only resent.

Click 'Resend' to re-deliver selected email to Registrants.

Screenshot: Event emails with Event Reminder and Event Rescheduled emails, as well as their 'Resend' link, highlighted.

The email is sent immediately.

Enabling/Disabling Emails

Open the email you wish to enable/disable. Select/deselect the radio button and click 'Save.' 

Screenshot: Enabled radio button with orange arrow pointing to it.

 

Test

Organizers have the option to send a sample email to the address associated with their Portal User ID to verify content, branding, and any links included, as well as test for successful inbox delivery. 

Click 'Test' to initiate the test email. It will be sent to the email address associated with your Portal's User ID immediately.

Screenshot: Email options with the Test link circled.

On-the-Fly Emails

Organizers can send one-time emails to selected groups of Registrants to communicate specific information. 

To create an On-the-Fly email, select 'Edit' from the email list.

The editor window will open, and can be customized for the situation. Note that 'Subject' is a required field; the email cannot not be sent without it:

Screenshot: On-the-Fly email editor window with Subject field highlighted.Next, edit the content of your email using the editor provided:

Screenshot: On-The-Fly email with HTML editor open.After completing edits to the email, click 'Save.'

When ready, click the 'Send' link. The 'Select Recipients' drop-down menu will appear. Organizers can then choose their recipient audience from the following:

Screenshot: On-the-Fly email Recipient selection drop-down menu.

  • All approved Registrants
  • Approved Registrants that attended
  • Approved Registrants that didn't attend
  • Registrants in Pending status
  • Registrants that are blocked or denied access

After selecting your desired audience from the drop-down menu, click 'Send.' The email is distributed immediately.

Calendar Invitation Content

Organizers can customize Event information in the calendar invite (sent as an attachment, 'invite.ics') that Registrants import into their calendars. It will contain each Registrant's 'Join' link that delivers them directly to the live Event. 

To add custom messaging and set data variables (fields) for your Event's calendar invitation, click in the box at the bottom of the window. The HTML editor will appear. Add and format your custom message, and click on the on the fx button highlighted below to set data variables:
Screenshot: Calendar Invitation Content window with HTML editor open and the FX button highlighted

Select the Event Variables you would like to include:

Available Event Variables: Event Title, Event Subtitle, Event Description, Event Banner, Event Dial In Number, Event Dial In Conference ID, Contact First Name, Contact Last Name, Contact Name, Contact Email, Event Date, Event URL, Event ICS URL, Event Certificate URL, Event Certificate Password, Event Console URL.

Click on the Registrant Variables button and choose the information you would like to include.

Screenshot: Registrant Variables window with Registrant options calendar invitation content.Available Registrant Variables: Registrant First Name, Registrant Last Name, Registrant Email, Registrant Dial In PIN, Registrant Event URL, Registrant Survey URL, Registrant Certificate URL.

The selected Event and Registrant Variables will be included in the calendar invite file.

Once variables are selected, Organizers can change or edit the included copy:

Screenshot: Calendar Invitation Content tool with text editor highlighted.

Note: Organizers can add/change text in this area but cannot add images or change fonts/font size on this function.

Opening/Closing Hold Images

If Streaming Mode is enabled, Organizers can choose .jpeg, .png, or .gif images to be displayed before and after the live Event. Your audience will see the Opening image(s) in the 30 minutes prior to start time, and the Closing image(s) just after your Event ends. Recommended image size: 1920px x 1080px.

Screenshot: Example of event Opening and Closing slides.Click 'Browse' to open the file selection window:

Screenshot: Select file window with Upload File(s) and Select highlighted with orange arrows.
You may upload a new graphic file or select an image already on the Portal. Repeat this action for both the Opening and Closing image selection.

To add rotating slides as your opening/closing hold images, see: Adding Rotating Opening and Closing Slides

Click 'Save & Continue'

Video Training: The Communicate Step

 


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