TABLE OF CONTENTS


1. Overview

2. Customize the content of emails sent at various phases of an event.

3. Editing & Customizing the default email template

4. Create New Emails and manage delivery time for Attendees, Speakers & Exhibitors.

5. Things to keep in mind

6. Known Limitations 

7. FAQs



Disclaimer:
Events created after 12th Jan 2022 will have email notification feature enabled by default for their events.


Events created before 12th Jan 2022 can get enable the feature by reaching out at support@airmeet.com or visit our 24*7 Support Lounge

1. Overview


Customize the emails going out to the event registrants and attendees from Airmeet. 
The following emails are available by default; organizers can edit their content.

  • After registration
  • On Invitation
  • Event Reminder & Session bookmark emails
  • Send New Emails to Attendees, Speakers & Exhibitors.



2. Customize the content of emails sent at various phases of an event.


2.1. On Registration


Recipients: Attendees

Delivery: Sent when an attendee registers for your event.

As soon as an attendee register themselves by filling in the registration form, a registration confirmation email is sent to them on their respective email id.



Note: The following template is only applicable for the "Anyone can enter after sign-in" event entry type.


2.2. On Invitation


2.2.1 Unique Link (Magic Link)

Recipients: Attendees

Delivery: Sent when an attendee is invited to your event by sending them a unique link (Magic Link)

As soon as an attendee is added on CSV upload, an invitation mail is sent to them at their email address.

Read about: 
How to upload a list of attendees for an Airmeet event and send invites via email?

How does the attendee's unique link (magic link) work?



Note: The following template is only applicable for the "Anyone can enter with their unique link""Only invited people can enter," "Ticketed event," & "registrations via API" event entry types.



2.2.2 Speaker invitation

Recipients: Speakers

Delivery: Sent when a speaker is assigned to a session, and an invitation is sent to them manually by the event organizer with their unique speaker link.


As soon as a speaker is mapped to a session, the event organizer has an option to send the invite mail to them with their unique joining link.


Read about:

Add Speakers and send them to invite from the event dashboard.



2.2.3 Exhibitor booth invitation

Recipients: Exhibitors

Delivery: Sent immediately after the exhibitor is invited/added for a particular booth.


As soon as an exhibitor is added for a particular booth, an invitation is being sent to them automatically.


Read about:

Adding Booth Exhibitor in Airmeet



2.3. On Session Bookmark (Conference Format)


Recipients: Attendees

Delivery: Sent immediately after the attendees bookmark any particular session.


As soon as an attendee bookmark a session to view later or set a reminder for the same, automatic mail is being sent to their email address.


Read about:

Bookmark sessions and mark them on your official calendar



2.4. Default event reminder emails


Recipients: Attendees

Delivery: Sent 1 hour before the event starts (according to the event's timing) by default to all the registered attendees.



Note: The following template is only applicable for the "Anyone can enter after sign-in" event entry type.


3. Editing & Customizing the default email template


As an event organizer, you can edit the default email template and add certain elements to the registration confirmation email.


To edit the email for Registration confirmation, follow the following steps.


Step 1: On the Event dashboard, click on the Promotions tab > Email Communications tab, and look for the relevant section you want to edit the email.




Editing Email template


Step 2: Click on the edit option (pencil icon) to edit the default email template.



Step 3: The default email template would be open with formatting capability.



Customizing elements


Right-hand side controls

1. Email Subject

Enter informative text and insert dynamic content to explain the email. To enter Dynamic content, click on the tag icon and select the options.


2. Reply-To Address

Enter the email address to which you want participants to respond?


3. Adding, Editing & deleting elements on the existing template.

Add element

 

Add elements like "Text" or "Button" and enter the relevant information.
Click on the "+Add" button and drag and drop the elements to add them to your email.




To configure an existing element, double-click on the element and update or change the formatting as per your preference. 



Edit or Delete an element

 
To delete an element, select the element and click on the delete button located on the top.

To edit the existing element, select the element and edit the details from the side menu visible on the right-hand side.

Step 4: Once the email design is done, click on the "Save" button.



3.1. Pause Delivery of automated emails by Airmeet


As an event organizer, you can pause the automatic emails sent to attendees at any time; this stops all the communication from the Airmeet end sent by default.


To pause any section of the email, kindly follow the below steps.


Step 1: Under the Email notification tab (Event dashboard > Event Entry tab), look for the relevant section you want to pause the email delivery.

Step 2: Click on the 3 dots (located on the right-hand side) and select "Pause Delivery"


Step 3: Attendees, Speakers & Exhibitors won’t get a confirmation when the email is sent either manually or by default for the event.

Step 4: To resume delivery, click on the three dots (located on the right-hand side) of the relevant section  and select "Resume Delivery"



4. Create New Emails and manage delivery time for Attendees, Speakers, Exhibitors & Segments


Send up to 10 customized emails per event to Attendees, Speakers, Exhibitors & Segments.


Customizing elements


Right-hand side controls

1. Recipients

Select the stakeholder to whom the email needs to be sent out.



Note: Segment, Speakers & Exhibitors option would be only shown when you have added at least 1 speaker & exhibitor, respectively.

2. Email Subject

Enter informative text and insert dynamic content to explain the email. To enter Dynamic content, click on the tag icon and select the options.


3. Reply-To Address

Enter the email address to which you want participants to respond?


4. Delivery Time

Chose the time at which the email would be sent out. You can send the email immediately or select a custom time and schedule the delivery date & time.




5. Adding, Editing & deleting elements on the existing template.

Add element

 

Add elements like "Text" or "Button" and enter the relevant information.
Click on the "+Add" button and drag and drop the elements to add them to your email.



To configure an existing element, double-click on the element and update or change the formatting as per your preference. 



Note: "Event link" dynamic tag is the event link, not the magic link(unique link).


Edit or Delete an element

 
To delete an element, select the element and click on the delete button located on the top to delete an element.

To edit the existing element, select the element and edit the details from the side menu visible on the right-hand side.

Step 4: Once the email design is done, click on the "Save" button.



5. Things to keep in mind

  • Already registered attendees would not get the updated email layout (in case updated during the event or after a few attendees have registered)
  • To reset the changes (rollback on default layout) after saving the template, click on the "Reset to default."
  • Airmeet Footer for every email template can't be changed or deleted.
  • All email communication is sent from the "notifications@airmeetevents.com" address. The event organizer can enter the email address and replies.
  • You can add a maximum of 10 new custom emails (apart from existing ones) for any given Airmeet.
  • After existing emails are customized, the change will only reflect for the new registrants/reminders. (For emails already sent, the email would not be resent)

6. Known Limitations 

  • Images/GIFs/logos cannot be added to a customized email.
  • The event organizer cannot resent a customize email.
  • Ticketing emails cannot be customized currently.
  • In the editor same styling applies to blocks instead of individual words or characters.
  • Sent status is based on timestamp, deliverability depends upon the receiver server.
  • The "Event link" dynamic tag is the event link, not the magic link(unique link).



7. FAQs


What parts of the email can be edited or customized?

The event organizer will be able to edit the email subject, date and time of email, copy of the email, and edit or add dynamic tags.


How many maximum new emails can be added?

Up to 10 new custom emails can be added.


What are the emails available by default?

  1. Registration confirmation email 
  2. Exhibitor invites 
  3. Speaker invites 
  4. On session bookmarked 
  5. Reminder email (60 mins before the event)


Can the emails be paused if required?

Yes, it can be paused.


Is there an option to add dynamic tags?

Yes, there are 6 tags that can be added - event name, community name, registrant name, countdown timer, event time, and community manager email ID.


Can ticketing emails be customized?

No, ticketing emails cannot be customized.


Can we add images/GIFs to the email?

Right now, it is not possible.




Need more help? Contact support@airmeet.com or visit our 24*7 Support Lounge.

Want to brainstorm and connect with other Airmeet Users and Event Professionals from around the world?  Fill in the form to Join our community on Slack.