Scheduling emails to be sent to event participants

The Events app allows you to schedule emails to be sent to various groups of event participants. These groups include:

• All Orderers
• All Ticket Holders
• All Orders and Ticket Holders
• Ticket Holders by Ticket Type

Emails can be scheduled for a specific date and time or for a date and time relative to the start date and time of the event. Scheduled emails relative to the start date and time of the event can be schedule either before or after the start time.

Scheduled emails will use either the Standard or Custom template based on which is used for the event confirmation. If the standard template is used, the body of the scheduled email will appear at the top under the heading "Event update" with the details of the event underneath.

To schedule an email:

• Open the event for which you wish to customize the From email
• Go to the Messages tab
• Scroll down to the Scheduled Emails section
• Click Add Scheduled Email
• For From Email Name, enter the name you wish to appear to the recipients as the sender of the confirmation email. Reviewing Outbound Email Settings in Soapbox and Best Practices to Ensure Deliverability will provide guidance on this setting to ensure maximum email deliverability.
  
• For From Email Address, enter the email from which you wish to appear to the recipients as the sender of the confirmation email
• For Reply-To Name, enter the name you wish to appear to the recipients if they reply to the email. If nothing is entered and no global default has been defined, the From Email Name will be used.
  
• For Reply-To Email, enter the email you wish their reply to go to if they reply to the email. If nothing is entered and no global default has been defined, the From Email Address will be used.
• For To, select one of the following from the drop down:
• For Subject, enter the subject line of this email
• For Body, use the editor to enter the content you wish to appear in the body of the email. You can also include the following variables (or merge fields) in curly brackets that reference details of their registration:
  • {name}: The First Name and Last Name of the ticket orderer, as provided in the Contact Information section of the registration form
    
  • {orderer_first_name}: The First Name of the ticket orderer, as provided in the Contact Information section of the registration form
  • {orderer_last_name}: The Last Name of the ticket orderer, as provided in the Contact Information section of the registration form
  • {eventtitle}: The title of the event
  • {starttime}: The start time of the event
  • {endtime}: The end time of the event
  • {startdate}: The start date of the event
  • {enddate}: The end date of the event
  • {amount}: The amount charged the ticket orderer for their reservation
  • {tickets}: The number of tickets reserved
  • {eventurl}: The url of the event details

  • {ticketslist}: An itemized list of tickets reserved for a given order to be displayed in the format:

    Ticket 1 Quantity x Ticket 1 Name = Total for Ticket 1
    Ticket 2 Quantity x Ticket 2 Name = Total for Ticket 2
    Ticket 3 Quantity...
    If a donation is made as part of the registration, it will be noted at the end of the itemized list of tickets:

    Ticket 1 Quantity x Ticket 1 Name = Total for Ticket 1
    Ticket 2 Quantity x Ticket 2 Name = Total for Ticket 2
    1 x Donation Option Title = $10

  • {webinarattendeelinks}: A list of attendees with personalized webinar links to be display in the format:
    
    FirstName LastName
    Email
    Personalized Webinar Link: Click to Join
  • {addtocalendar}: Displays links to add the event to a calendar
• For Send Time, select "Specific Date and Time" or "Relative Date and Time"
• If you selected "Specific Date and Time", enter the date and time you wish the email to be sent.
  
  NOTE: The time zone for the event will appear to the right of the scheduled time. If you wish to change the time zone, alter the time zone for the event on the Edit tab.
  
  
• If you selected "Relative Date and Time", select "Before Start" or "After Start" and enter the days, hours, and minutes from the event start time you wish the email to be sent
• For Attach Event File, choose whether you wish to attach an ICS file to the email. An ICS file is a global standard for events that allows a recipient's email application, like Outlook or Google, to easily add the event to the registrants calendar.
• Click Save

For a full feature list of merge fields see this article:Using merge fields in the Events app's confirmation page, confirmation email and scheduled messages