Scheduled emails are tied to events to help automate the communication process between the event staff and the organization holding the event.
Click the Variables link to see a list/legend of the available substitutions.
Overview
Scheduled emails are an easy way to automate communications between the event staff and your customers. The emails are typically used to send reminders about an upcoming event or even send a post-event survey to gather information on customer satisfaction.
Scheduled emails are tied to events and can automatically be created when an event is created. The email creation can be based on several different triggers, such as location, event type, services, or event size (attendance), or event planners can manually create emails for an event.
To define a new scheduled email:
1. Go to Settings > Scheduled Emails.
2. Click Add Scheduled Email.
3. Enter the email's Description, Subject line, and Message body. The subject line and message can include the following variables:
- {{eventName}} - Substitutes the event name.
- {{eventNumber}} - Substitutes the event id.
- {{organization}} - Substitutes the organization name.
- {{firstBookingDate}} - Substitutes the date of the first booking.
- {{lastBookingDate}} - Substitutes the date of the last booking.
- {{firstBookingStartTime}} - Substitutes the start time of the first booking.
- {{firstBookingEndTime}} - Substitutes the end time of the first booking.
- {{firstBookingRoom}} - Substitutes the room of the first booking.
If you are sending emails before each booking, the variables are as follows: - {{eventName}} - Substitutes the event name.
- {{eventNumber}} - Substitutes the event id.
- {{organization}} - Substitutes the organization name.
- {{bookingDate}} - Substitutes the date of the first booking.
- {{bookingStartTime}} - Substitutes the start time of the first booking.
- {{bookingEndTime}} - Substitutes the end time of the first booking.
- {{bookingRoom}} - Substitutes the room of the first booking.
The values from the event will replace the variable name when the email is sent.
Click the Variables link to see a list/legend of the available substitutions.
4. Select the contacts that should receive the email. There are three options to choose from:
- Primary Contact
- Secondary Contacts
- Billing Contacts
5. On the trigger tab, select the Scheduled Email Trigger. There are six options to choose from:
- Manual. This type of email must be manually added to the event using the event editor.
- Always. The email is created for all new events when the event is created.
- Location. A new email is created if the event has bookings in the selected buildings or selected room tags. The system displays a new tab if you choose this trigger type, and you can opt to use buildings or room tags and select or search for the desired items.
- Service. A new email is created if the event has services associated with the selected service providers or resource tags. The system displays a tab where you can select or search for items.
- Event Type. A new email is created if the event has an event type selected from the list. The system displays a new tab where you checkboxes to make your selections.
- Organization Type. A new email is created if the event has an organization of this type. The system displays a new tab where you checkboxes to make your selections.
- Attendance. If you select this trigger type, you indicate the attendance that causes the email to be created.
6. Select the scheduled for calculation method and enter the number of days. There are four options to choose from:
- None. The scheduled send date is set to today.
- Days After the Event. Mazévo calculates the scheduled send date as the specified number of days after the last booking date.
- Days Before the Event. The system calculates the scheduled send date as the specified number of days before the earliest booking date.
- Days Before Each Booking. The system calculates the scheduled send date as the days before each booking. Each booking will receive one email prior to the booking date.
If the date of an event's first or last booking is changed, Mazévo will update the scheduled email send date if an event planner has not manually changed it.
7. On the Documents tab, upload any documents to be added as attachments to the email.
8. Press Save.
For additional information on scheduled emails, see Overview of Scheduled Emails.