How to Send a Confirmation

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

Overview

The confirmation is a document that includes details about an event. You can send a confirmation either for an entire event or for one or more bookings within an event.

To send a confirmation for an entire event:

1. Locate and open the event. (See this article on how to find an event.)

2. Click Email. The document produced will show information for all non-canceled bookings for the event, including historical bookings.

3. Select a Confirmation Template if appropriate. (See below for more on confirmation templates.)

4. Add a header and footer message if desired by clicking the Add Header Message/Add Footer Messages link. (See below for more information on header/footer messages.)

5. Click Send... or Create PDF

6. If you click Send..., 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.  Also, 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 add other email recipients by typing the email address next to the Add button above and clicking Add.

Sending a email

7. After selecting recipients as To, Cc, or Bcc, click Send.

Note: When sending a confirmation for the entire event, the document displays the total unapplied deposits for the event.

To send a confirmation for selected bookings:

1. Locate and open the event. (See this article on how to find an event.)

2. Check the box next to the booking(s) to be included in the confirmation. Use the checkbox at the top of the column to select/unselect all bookings. You can choose any booking, regardless of its status or booking date.   

3. Click Confirmation in the header bar just above the list of bookings. (Note: If you click Email at the top of the window, you will produce a confirmation for all bookings.)

Confirmation - Selected Bookings

4. Select a Confirmation Template if appropriate. (See below for more on confirmation templates.)

5. Add a header and footer message if appropriate by clicking the Add Header Message/Add Footer Messages link. (See below for more information on header/footer messages.)

6. Click Send... or Create PDF.

7. If you click Send..., 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. Also, 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 add other email recipients by typing the email address next to the Add button above and clicking Add.

8. After selecting recipients as To, Cc, or Bcc, click Send.

To change the header information on a confirmation:

After generating the confirmation but prior to sending it or generating a PDF, you can change the heading information on the document by selecting a confirmation template. Confirmation templates can be used to create different headings for the confirmation.

This can be useful when sending "quotes" or if the heading information needs to match the department that is managing the event, for example, Elmquist Student Center.  

Confirmation Heading

1. Select a template from the Confirmation Template drop-down list.

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

2. Click Send or Create PDF to have the system perform those actions. 

To include predefined messages on a confirmation:

After generating a confirmation but prior to sending it, you can indicate which messages, if any, will be included on it. 

Confirm msg 1

1. Add predefined messages to either the header (before the bookings) or footer (after the bookings) by clicking the Add Header Message or Add Footer Message link and selecting the message from the drop-down list displayed.

confirm msg - add header

Note: Messages are printed in the order in which they are selected. Also, header and footer messages can be set to default for every confirmation. The default setting is found in Settings >  Messages.

Below is an example of a confirmation with multiple messages.  

Confirm msg - overview 2

2. Click Send or Create PDF to have the system perform those actions.