How to Send a Confirmation

This article describes how to send a confirmation that provides information about an event.

Overview

Here are the steps to send the confirmation:

1. Select what to send - The entire event or selected bookings.

2. Format the confirmation - Select the confirmation template, header, and footer message. 

3. Add a message to the email body.

4. Add Attachments 

5. Select Recipients

6. Send

 

Selecting what bookings to send

To send all bookings, click Email at the top of the event editor. This option includes all non-canceled bookings regardless of the booking date. Confirmation for entire event-1

 

To send only selected bookings, use the checkboxes to select bookings and then click Email from the popup menu.

Confirmation for selected bookings

 

Formatting the confirmation

By selecting a Confirmation Template, you can customize the heading and overall format of the confirmation.  

Selecting the template and messages on the confirmation-1

The template determines:

  • Heading information - The department name and address
  • Format - Confirmation or Banquet Event Order
  • Services - Which service providers to Include 
  • Pricing - Should pricing be suppressed. 
  • Reply-to Email 
  • Document Title - This is used to set the title of the document (Confirmation, BEO, Quote, Proposal)

Confirmation templates are defined here: Settings >  Events > Confirmation Templates. Also, you can upload the logo displayed at the top of the confirmation in Account Settings.

 

Using Add Header Message and Add Footer Message messages, you can include standard blocks of text on the confirmation.  The text is display either before or after the list of bookings. Messages are printed in the order in which they are selected.

An administrator can set header and footer messages to default for every confirmation. The default setting is found in Settings >  Messages.

 

Adding a message to the email body

From this screen, you can add a message to the email body. 

Adding a message to the email body

You can enter an optional message or select a predefined message from the drop-down.  Selecting a message from the drop-down will append the message text to the existing text in the message field. 

 

Adding Attachments

To add attachment(s), press the Attachment icon to add one or more attachments to the email.

Adding Attachments

 

Selecting the recipients

Mazévo automatically displays a list of all contacts associated with the organization. By default, the primary contact for the event is selected as the "To" recipient. You can select other contacts by using the checkbox and set the To, Cc, or Bcc accordingly.

Including other contacts on a confirmation

 

Adding additional email addresses 

You can add other email recipients by typing the email address next to the Add button above and clicking Add. After adding the recipient, set To, Cc, or Bcc.

Adding addtional email addresses

When adding additional addresses, the addresses will be saved in your personal address book for quick use when sending other confirmations.