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Emails

To access Emails, click on the tab on the top navigation bar.

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You will complete two very important steps within the Emails section.

  1. You will set up your invitation list for the event.

  2. Create the Emails used to correspond with your invitees, registrants, declines, and attendees.

Add invitees to this event

Manage List: (Emails > Manage List)

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Click Edit to change the fields such as the name of the target list (if desired).  The targeted list is simply a list of people who you will email about the event.

 

There are 4 Steps to Add Names to your Targeted List:

  1. Click Add or Remove Contacts.

  2. The Add or Remove Contacts screen will appear.

 

 

 

 

Quick Add: Use this feature only if a contact is not in the address book.

Enter the contact's First Name, Last Name, and Email address to quickly add them to the address book as well as this targeted list.

 

Please Note: If a contact is already in the address book, you will not be able to duplicate the contact.

 

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  1. Select the contact group you wish to add from the drop down box.  You can create your contact group under Contacts at any time prior to launching your event.

  2. Click Search.

 

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To add to the targeted list:

To add ALL of the contacts found by your search, click on Add Results at the bottom.

 

To add individual contacts to this list, click Add next to the contact's name.

 

Email Templates: (Emails > Email Templates)

Cvent creates a “Decision Tree” of all of your invitees. This allows you to automate your email messaging based on an invitee's status (shown below).  All emails within the decision tree will contain default text but you have the ability to change the text within the email.

 

Remember to review all Active emails with a Send Setting of Auto (highlighted below) to make sure they contain the correct contact information and messaging.

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Audience options within your decision tree:

 

 

 

Custom Emails: Choose the audience from the drop down menu as well as the send option. Custom emails have Advanced Filters to further narrow the group the email goes to.

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After creating a custom email, you can use the Copy from Template button to import images and content/data tags from other emails.

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Edit your email invitation (Emails > Email Templates > Invitation)

Click  next to the Invitation email to customize it. The first tab that will appear will be Email Settings, where you can set up the email's subject, from name, and send options.

 

Email Settings tab (Emails > Email Templates > Email Settings)

Set up the subject line, who the email is coming from, email format, and how and when this email should be sent.

 

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Email Name: Choose the name of the email to save in your Email Templates

 

Subject: Enter the email's subject line

 

From Name: The name this particular email will be sent from. By default, you should use the [state office name] NCA CASI or [state office name] SACS CASI.

 

Send Options:  

What format do you want to use to send this email? Choose between HTML and plain text. HTML will allow you to format the text and insert images. Plain text will be text without formatting.  An invitee will only receive HTML OR text, but not both, depending on their email program.  

 

When do you want to send this email?  Choose a scheduled date and time or to manually send it.  Scheduled date and time enter the date and time that this email should be sent. All times are in US Eastern Time so adjust accordingly for your time zone. In order to use this function, the event and the email must be active.

 

Manual Send: Use manual send when sending test invitations to yourself or colleagues to review.  Note:  The manual send option is not available for events in pending status.

 

Click Save when finished editing.

 

 

HTML Email (Emails > Email Templates > HTML Email tab)

Click the HTML Email tab at the top to edit the HTML email. Then click the Edit button.  This will allow you to edit the fonts, colors, insert images, etc.  

Note:  Do not modify or delete the Opt Out information at the bottom of the emails.  This is a required element.

 

To insert event and invitee information merge fields, click the dataTag.jpg  to insert these fields. When the email is sent, the application will pre-populate event and/or invitee information to create a customized email for each invitee.

 

Click the Insert Website Invitation button to insert a copy of the invitation you created under Website & Invitation > Website Invitation. After inserting, you can edit this invitation to add or change information.  

 

Note:  The website invitation and the HTML Email invitation are not connected, thus when making any changes to the Website Invitation in Website & Invitation, make sure to click “Save and Update Email Invitations,” OR click the Insert Website Invitation button at the top of the HTML Email screen. Also, changes made to the HTML email invitation will not be reflected in the website invitation. The website invitation is independent from the HTML email invitation.

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When you are finished editing the HTML email, click Save to save this email or Save and Update the Plain Text Email button to save this email and update the text message with the text from the HTML Email. The formatting and images will not copy to the Plain Text Email.

 

 

Plain Text Email (Emails > Email Templates > Plain Text Email tab)
Click the Plain Text Email tab at the top. Remember, the plain text email will be seen by those recipients that cannot view HTML emails.

 

Click Edit to edit the text.  If you would like to copy the text from the HTML Email and did not do so from the HTML Email tab, click the Copy from HTML Email button. This will insert the text and any data tags used.  Typically, you will have to adjust the spacing on the plain text email.  

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Click Save to save the plain text email changes.

 

 

Preview your email

Click the Preview tab to view what each email will look like. Remember that your recipients will only receive either the HTML or the plain text email, depending on their email program.  You can also view the likelihood of your email being filtered by an external filtering tool. If you have a value higher than 5.0, you may want to reconsider the content of your email.

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Testing Emails

We highly recommend that you send yourself a test email before sending out emails to your invitees through the Cvent system. Please refer to the Testing and Launching Events topic for more information.

 

This topic was last updated on 04/15/2011