Sending Announcement / Reminder Emails

 

In this article, we'll review how to send announcement and/or reminder emails.

Start by navigating to the EMAILS tab.

 

Click the SEND ANNOUNCEMENT button.

 

The NAME YOUR ANNOUNCEMENT EMAIL pop up window will appear. This is a name for your internal reference only. Guests will not be able to see this. My announcement email is regarding a change in venue, so I've labeled it accordingly.

After naming your announcement email, press SAVE NAME.

 

A new pop up window will appear for your announcement email. Press CREATE EMAIL.

 

The ANNOUNCEMENT pop up window will appear. You can write whatever message you'd like in here. You can also utilize the merge field buttons. For more information on this process, please refer to Customizing Confirmation Emails.

After finalizing your email, press SAVE.

 

After composing and saving your announcement, you'll land back on the EMAILS page. At this point, you'll want to choose the recipients of your announcement. There are a number of ways to do this.

 

One way is to add specific contacts directly from your organization's contacts. To do this, click ADD A CONTACT.

A pop up window will appear. You can search existing contacts by name. 

To add new contacts to your organization, please refer to the CONTACTS section of your organization.

 

Another way you can choose recipients is by pressing ADD CONTACT LISTS.

 

When you press that button, the ADD CONTACT LIST(S) pop up window will appear. You will choose which list of people you want to receive the announcement by pressing the + icon that corresponds with that group. Then press ADD CONTACT LIST(S).

If you ever accidentally add a contact list, just press the - icon that corresponds with that list.

 

After pressing ADD CONTACT LIST(S), you'll land back on the EMAILS page. You can see the list we added is now selected as the announcement recipient.

 

If you ever want to undo this action, simply click the X button next to the list and it will remove the list or lists that you chose.

 

Another way you can select recipients for your announcement is by clicking SELECT RECIPIENTS BY TYPE / TAG.

 

A pop up window will appear. Simply check the box next to the groups you want to receive the announcement, then press SAVE SELECTION.

 

After pressing SAVE SELECTION, the group or groups you chose will show up under SELECT RECIPIENTS BY TYPE / TAG.

 

PLEASE NOTE: You can create an announcement email for an event before anyone has registered. So, even if you choose an option that has '0' participants currently, if you set the announcement to launch at a later date/time, it will be delivered to how many people are in that group at that future time.

 

After choosing your recipients, you can decide when you want this announcement email to go out. To do this, press SET LAUNCH TIME.

 

If you want to send the announcement out as soon as possible, select LAUNCH IMMEDIATELY and press SAVE.

 

If you want to send the announcement email at a specific time, select SET FUTURE LAUNCH TIME and choose your desired time, then press SAVE.

 

Your choice will appear under the SET LAUNCH TIME icon.

 

At this point it's advised to go back into your email, make any revisions and send yourself a test email. You can do this by clicking the green icon next to CREATE EMAIL, then clicking SEND TEST EMAIL after you've double checked everything. The email will be sent to the event manager.

 

Once you've checked your email and determined that everything looks as you want it, you can press the LAUNCH button to send it to your recipients.

A pop up window will appear. Press CONFIRM to officially launch the announcement email.

If you ever want to save an announcement email for further review, you can press the HOLD button instead.

 

This will save the announcement email in the INVITE / EMAIL HISTORY table INVITE / EMAIL HISTORY table at the bottom of the EMAILS page. When you're ready to edit or send it out, click the lock icon and it will be available again at the top of the page.

At this point, you'll have the option to DELETE, LAUNCH or HOLD it again.

 

When you do officially launch an announcement email, it will show up in the INVITE / EMAIL HISTORY table. Under the clock icon, it will say SCHEDULED... until it has officially launched. If you want to refresh this page to see if that status has changed, you can click the refresh icon in the top right corner.

 

When the announcement has been officially sent out, a time stamp will appear underneath the clock icon, confirming what time it launched.

Thank you! If you have questions about this or any other SeatRobot features, please contact support.