A well-structured event email flow is key to success and commonly includes:
An initial invitation with a link to a registration form
A confirmation email to registered attendees
Reminders for both unregistered invitees and registered attendees
A follow-up email after the event
Not every step requires a new email. Reusing emails with minor adjustments saves time and ensures consistency.
To create the emails you want to use in your event project, go to the Send-outs tab.
Create and Send an Invitation Email
Invite people to your event with an email that links directly to the registration form.
Click Create Email to get started.
Start by selecting the Mailing List you want to send the invites to, add filters if needed, and set a Send time, set date and time.
Click Create.
Next step is to create your invitation email. Click the green plus in the top right.
Choose if you want to create a new email or copy a existing email.
If you choose to create a new email you will have to choose the template to create it from and give it a name.
If you choose to create a copy of an existing email you need to select the email and give it a name. Select Email from -> All on Account to let you choose from all the emails on the account to create the invitation email from.
In the invitation email, always include the event registration form link.
Use a Call to Action button or linked text and under Dynamic content, you find event parameters. Scroll down to event parameters and
select the ##RegistrationForm## and use it as the destination link.
Add a decline invitation parameter so recipients can opt out and avoid unnecessary reminders. If the decline link is clicked your recipient wont be getting any more reminders to sign up to this specific event.
When your invitation is ready, click Back to Event to return to the event dashboard.
Confirm that your invitation is set by clicking Save.
Make sure you have added the following in your invitation emails:
Event Information
##RegistrationForm##
##DeclineInvitation##
Clear subject line
Sending Confirmation Emails
Offer quick validation and information to attendees who register for the event.
Under the Registration tab to the left of the Send-outs tab page, tick Confirmation via email.
Click the green plus
Choose to create a new email or copy an existing one.
Choose a email or template depending on your previous choice.
Give your confirmation email a clear subject and name.
Dont forget to include:
Event details (date, time, location, contact info)
A cancel registration parameter to let attendees free up their place if unable to attend
Session-specific information can be pulled in with parameters:
Include parameters wrapped with @@ signs for details about the registered session.
For example, use @@SessionMap@@ or @@SessionCalendarLink@@ parameters and place them into the appropriate URL fields.
If the event is digital, insert the meeting link via a Call to Action button.
Once ready, click Back to Event.
Creating Reminders
Keep your audience informed and engaged right up to your event.
To get started with reminders click Create New in the top right corner. When you click you will be able to choose the type of sending in the pop-up.
Reminders for Invitees Who Did Not Register
Reuse your invitation email as a reminder.
Click Create New and select a reminder sendout.
Specify the audience: Invited that has not responded.
Schedule your send time.
Create a new letter or copy the invitation and update the subject to mention it is a reminder.
Reminders for Registered Attendees
Send a reminder a few days before the event.
Choose to send to all or selected sessions.
Set the send time (hours, days, or weeks before the event).
Reuse your confirmation email and update the subject and content if needed.
Remember to Save your reminders when finished.
Sending Follow-Up Emails
Thank attendees and maintain engagement after the event.
Click Create new follow up email.
Choose to send only to those marked as checked in (requires tracking attendance via the attendees tab) or to all registered attendees.
Specify when the email should be sent (after the event).
Content ideas:
Thank attendees
Share event materials or links
Invite feedback or promote future events
Managing Declined and Cancelled Registrations
Under the Decline Cancel tab on the Send-outs page, customise settings for when someone declines or cancels their registration. Redirect them or display a friendly system message as needed.
Did You Know?
Reusing emails as reminders saves effort and keeps messaging consistent.
Session parameters in emails allow personalised content for multi-session events.
Attendees on the waiting list are automatically notified when space becomes available.
Note!
Test all email sendings before your event goes live. Use the test button under the Event and Session tab. The event status must be enabled.
Updates to the mailing list in Pro after your invitation has been sent will not reflect in the Event tool. Add new invitees via a new invitation or under the Attendee tab. New invitees added this way will only receive the confirmation email, not the original invitation.
Quick Summary
Efficient event communication involves sending invitations, confirmations, reminders, and follow-ups. Reuse and adapt existing emails for consistency. Customise content for each recipient type using dynamic event parameters and manage different scenarios like declines and cancellations. Always test your sendings and be aware of how to invite more attendees or use public links when communicating outside the tool.