How to schedule and configure email for an event in Zoho Backstage

Scheduling email communication

Write emails and configure them to send at a specific time. Send messages to start ticket sales, welcome attendees, and thank them after the event is over. Add new email configurations or use the default ones provided for you.


 
  1. Switch to the Manage dashboard using the toggle button in the top-right corner of the Event Console.
  2. Click the Emails tab.
  3. Click Scheduled Emails.
  4. Click Draft Email to create a custom email. Alternatively, you can pick and edit any of the sample mails provided on the right.
  5. Use the HTML View toggle button at the top-right corner to view the plain text version of the email.

Note:
  1. You can schedule up to ten email configurations for your event.
  2. The background color of the emails can be changed in the Email settings.  

Create custom email configurations

Customize your own scheduled email. Configure an email to tell attendees and prospects about RSVP or early bird tickets. Remind attendees about the date, time, and venue, a day or two before the event. Let your prospects know what they missed by configuring an email with a link to the gallery after the event is over.


 
  1. Switch to the Manage dashboard using the toggle button in the top-right corner of the Event Console.
  2. Click the Emails tab.
  3. Click the Scheduled Emails tab.
  4. Click Draft Email or Add new schedule.
    • Use the Scheduled dropdown to change the event phase the email is scheduled for.
    • Select Attendees or Prospects to change the group the email is being sent to. You can further segment the group by selecting an option in the associated dropdown.
    • Add the Title, Subject, and Email Content.
    • Set the time that the email is scheduled for in the Schedule Mail On section. Emails that are scheduled to send immediately will be sent 15 seconds after saving the configuration.



    • Click the Email Options tab and set the link and text for the action button in the email.
    • Click the Send button in the Get Demo Mail section if you want to send yourself a test email.
    • Click Save Template at the top-right corner.
 

Edit custom email configurations

Edit the configuration to choose a different time to send your scheduled emails.



  1. Switch to the Manage dashboard using the toggle button in the top-right corner of the Event Console.
  2. Click the Emails tab.
  3. Click the Scheduled Emails tab.
  4. Click the Configure button of the configuration you want to edit.
    • Use the Scheduled dropdown to change the event phase the email is scheduled for.
    • Select Attendees or Prospects to change the group the email is being sent to. You can further segment the group by selecting an option from the associated dropdown.
    • The TitleSubject, and Email Content are also editable.
    • Set the time that the email is to be sent in the Schedule Mail On section. Emails that are scheduled to be sent immediately are sent after 15 seconds of saving the configuration.



    • Click the Email Options tab and set the link and text for the action button in the email.
    • Click the Send button in the Get Demo Mail section if you want to send yourself a test email.
    • Click Save Template at the top-right corner.

Delete email configurations

Remove default or custom-scheduled email configurations.
 

 
  1. Switch to the Manage dashboard using the toggle button in the top-right corner of the Event Console.
  2. Navigate to the Emails tab.
  3. Click the Scheduled Emails tab.
  4. Click the dropdown for an email configuration you want to delete.
  5. Select Delete.

Duplicate an email template

You can make a copy of sent emails and reuse the content. Once duplicated, you can edit the email and resend it.


  1. Switch to the Manage dashboard using the toggle button in the top-right corner of the Event Console.
  2. Navigate to the Emails tab.
  3. Click the Scheduled Emails tab.
  4. Click the Duplicate button to the right of the email you wish to duplicate. 
 You can only schedule emails in the Professional, Enterprise, and Ultimate plans.


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