Scheduled Emails

Scheduled emails are a powerful tool for automating timely communication. You can set up pre-event emails, such as a welcome message to attendees, or post-event emails, like requesting feedback from sponsors or sharing a gallery link with prospects to highlight what they missed. By allowing you to compose messages in advance and schedule them for specific dates and times, this feature ensures hassle-free communication, even when you're unavailable.

For example:

Send a welcome email to attendees before the event starts.
Configure post-event emails to gather feedback from sponsors or exhibitors, or to share highlights with prospects.

Creating and Scheduling an Email

Follow these steps to set up a scheduled email:

Navigate to Communicate > Emails > Scheduled Emails from the Dock.
The Scheduled tab will be selected by default.
Click the Create New Email button.
Select a recipient group from the dropdown menu. This will open the email editor.
Design the Email

Write a subject in the Subject field in the Email Design area.
Click the Send To tab to confirm the recipient group. Use the Advanced Filter option to segment your audience if needed.
Choose an Email Type: Event updates or Marketing Email.
Navigate to the Content tab and drag content blocks into the Email Design area. Edit the content as necessary.
Optional: Adjust the email’s style under the Page Style tab. Customize the top bar, header, footer, or outer theme. (Note: Customizing these elements disconnects the email from the master template.)

Under the Options tab, enable features like attaching an agenda as an ICS file for calendar imports.
Click Preview to see how the email will appear. Send a test email to yourself using the Send Test Email link.
Click Save to Draft to save your changes without scheduling. Or, click Save and Schedule, set a date and time, and confirm.
On event day, you can use the SEND NOW option to send an email instantly.

Editing a Scheduled Email

Modify a scheduled or drafted email or the scheduled date and time of the email:

Navigate to Communicate > Emails > Scheduled Emails from the Dock.
Select the Scheduled or Drafts tab.
Click the View button next to the email and select Edit.
Update the content, recipients, or schedule as needed.
Preview the email and send a test email to verify changes if necessary.
After making your updates, click Save and Schedule.
If needed, reconfigure the Sending Options before finalizing.
Click Save and Schedule again to apply the changes.

Duplicating a Scheduled Email

Create a copy of an email to reuse content or design:

Navigate to Communicate > Emails > Scheduled Emails from the Dock.
Click the dropdown next to the desired email and click Duplicate.
Edit the duplicated email.
Preview the email and send a test email to verify changes if necessary.
After making your updates, click Save and Schedule.
If needed, reconfigure the Sending Options before finalizing.
Click Save and Schedule again to apply the changes.

Moving a Scheduled Email to Draft

If you need to refine an email, move it to drafts:

Navigate to Communicate > Emails > Scheduled Emails from the Dock.
Click the dropdown next to the email and click Move to Draft.

Deleting a Scheduled Email

Remove emails you no longer need:

Navigate to Communicate > Emails > Scheduled Emails from the Dock.
Click the dropdown next to the email and click Delete.

Caution: Deleted emails cannot be retrieved.

Important Information:

Ensure your event is published before configuring scheduled emails.
You cannot delete an email that has been sent already.

Email Scheduling Limits

Before the event: You can schedule emails to be sent any number of days prior to the event date.
After the event: Emails can be scheduled for up to 90 days after the event ends.