Automated Emails
Overview
Automated emails are transactional emails triggered to be sent when a specific action occurs. Backstage provides default templates that you can easily tailor to your needs by editing them.
Automated emails are available on all plans.
Here are the available automated emails in Zoho Backstage:
Registration Emails
RSVP Invite Email
Send an invitation email prompting guests to respond to the event RSVP.
RSVP Response Update
Notify guests when their RSVP response has been updated or modified.
Invite Prospects to Your Event
Send an email to prospects when they are added to invite them to your event and inform them about future email notifications. Provide an option to unsubscribe.
Invite Guest using Promo Code
Send an email to a guest when they are invited to register for your event using a promo code.
Waitlist Ticket Confirmed
Notify registrants when their waitlisted ticket is confirmed and assigned.
Send Registration Details
Send an email to attendees when they register for your event.
Send Registration Confirmation
Send an email to purchasers when an order is confirmed for your event.
Welcome Assignee
Send an email to a newly invited attendee when a ticket is reassigned to them.
Ticket Reassigned (Purchaser)
Notify purchasers via email when a ticket in their order is reassigned to someone else.
Ticket Reassigned (Attendee)
Notify attendees via email when a ticket is reassigned to another person in their order.
Welcome Attendee on Check-In
Send an email to attendees upon their check-in on the day of the event.
Purchaser Payment Fails
Notify purchasers via email when payment for their registration fails.
Order Cancellation or Refund
Send an email to purchasers when their order is canceled or they request a refund.
Registration Canceled
Notify attendees via email when their free or paid registration is canceled.
Abtract Emails
Submission Success Notification
Send an email to authors when their abstract submission is successfully completed.
Submission Requires Changes
Notify authors when their submission requires modifications before approval.
Submission Approved
Notify authors when their submission has been approved.
Submission Rejected
Notify authors when their submission is rejected.
Reminder to Complete Submission
Send a reminder email to authors to complete an incomplete submission.
Reviewer Invitation
Send an email inviting an individual to serve as a reviewer for abstract submissions.
New Reviewer Assigned
Notify reviewers when a submission is assigned to them for review.
Speaker Emails
Welcome Speaker
Send an email to speakers when their profile is published on the event website.
Notify Speaker to Join a Session
Send an email inviting speakers to join a session about to begin.
Session Updated
Notify speakers when details of their session are updated.
Sponsor Emails
Acknowledge Sponsor Proposal
Send an email acknowledging receipt of a sponsor’s proposal submitted via the event website.
Deny Sponsor Proposal
Notify sponsors via email when their proposal is declined.
Thank a Sponsor Before Website is Live
Send an email thanking sponsors added manually or approved before the website goes live.
Inform Early Sponsor Website is Live
Send an email informing early sponsors that the website is now live.
Welcome and Thank a Sponsor After Website is Live
Send an email welcoming and thanking sponsors added manually or approved after the website goes live.
Exhibitor Emails
Acknowledge Exhibitor Request
Send an email acknowledging receipt of an exhibitor's request submitted via the event website.
Exhibitor Request Approved
Notify exhibitors via email when their request is approved, granting them access to the event website.
Deny Exhibitor Request
Notify exhibitors via email when their request is denied.
Invite Booth Member
Send an email inviting someone to join the exhibitor’s booth.
Booth Member Removed
Notify booth members via email when they are removed from the exhibitor booth.
Invite Test Visitor for Booth
Rehearsals Send an email inviting a test visitor to upcoming booth rehearsals.
Booth Reassigned
Notify exhibitors via email when they are assigned to a different booth.
Send Exhibitor Leads
Send an email to exhibitors with the generated lead list.
Engagement Emails
Meeting Requested
Notify participants via email when they receive a meeting request.
Meeting Booked
Send an email to both participants when a one-on-one meeting is successfully booked.
Meeting Canceled
Notify participants via email when a meeting creator cancels the meeting.
Meeting Reminder
Send a reminder email to participants five minutes before their one-on-one meeting starts.
Rehearsals Email
Invite Test Participant to Rehearsals
Send an email inviting test participants to join rehearsals.
Event Cancellation Email
Inform Participants About Event Cancellation
Send an email notifying attendees, purchasers, sponsors, exhibitors, speakers, and team members that your event is canceled.
Activating or Pausing an Automated Email
Control which transactional emails are sent by activating or pausing them.
- Go to Communicate > Emails > Automated Emails from the Dock.
- Email templates for transactional emails that are sent to various event participant roles will be displayed. Emails that are set to be sent will be shown with an Active tag. Emails that are not set to be sent will be shown with a Paused tag.
- Switch the toggle button on or off for any email to activate or pause it respectively.
Note: Emails that don't have the toggle can't be paused.Editing an Email Template
Edit a transaction email to make changes to the default content and design.
- Navigate to the Email Template
- Go to Communicate > Emails > Automated Emails from the Dock.
- Open the drop-down menu for the email template you want to modify and click the Edit button.
- Modify Email Content
- Open the Header and Pre-Header drop-down and enter the details.
- In the left-side menu, click the Contents tab.
- Add content blocks or elements by dragging them from the left pane into the Email Design Area on the right.
- Edit the information within each content block or element as needed.
- Update Page Styles
- Click the Page Style tab in the left pane. The settings from the master template will apply here by default.
- Top Bar: Expand the Top Bar section and click the Edit Top Bar button to modify it.
- Header & Footer: Expand the Header & Footer section and click Edit Header or Edit Footer to make changes.
- Outer Theme: Expand the Outer Theme section and click Edit Outer Theme to update the design.
Modifying the Top Bar, Header & Footer, or Outer Theme will disconnect the email template from the master template. Future changes to the master template will not sync with this email template.
- Configure Email Options
- Click the Options tab in the left pane. The available settings vary depending on the email type. Common toggles include:
- Attach Agenda as ICS File: Allows attendees to import the agenda into their calendar.
- Attach Ticket PDF: Includes the ticket as a PDF attachment.
- Attach Badge PDF: Adds a link to the recipient's badge in PDF format. Attendees can download or print it.
- Attach Pass: Adds a specific pass (e.g., speaker pass for speakers, booth member pass for exhibitors) as a PDF attachment.
- Review and Finalize the Email
- Click the Preview link in the Email Builder to see how your email will appear.
- Click Send Test Email (next to the Preview link) to send a test email to your inbox.
- Save or Discard Change
- Click Save Template to apply your changes.
- Alternatively, click Close to exit without saving.
Info:
- If you want to send an email for a situation that isn't covered by our templates, you can configure and schedule it to be sent at a fixed time and phase of the event.
- You can always revert back to the content in the original email template by click the Revert to Default Content link after you've saved any changes.
If you have any questions, please reach out to support@zohobackstage.com.