Let's face it, people need reminders. They're excited when they register for your event, and when event time comes around a few weeks or a month later, the questions start rolling in. Where do I join? What time does it start? What's the address for the venue?
With the Emails feature, stay ahead of attendee questions and keep excitement for your event simmering!
⭐️ Keep in mind, emails are only available with Webex Events Registration.
Looking for instructions on setting up automated order notification emails for your team? Check out our Event Registration Settings article to learn more.
Contents
Create an email
On your Registration event, hover over the Promote tab and click Emails. From there, click New Email.
Email basic information
In the modal that appears, start by filling in the basic information for the email. Here are a few helpful tips:
Email Name is only visible to you and others in your organization. Make sure the name is something that'll help everyone on your team understand the purpose of the email.
In the From Name field, enter the name of a person in your organization or your organization's name so the recipient knows who the email is from.
The Recipient Type field lets you choose which type of registrants will receive the email.
If you click Attendee, you can use the Recipient drop-down to search for individual recipients by name or email, or you can choose recipients based on Ticket or Registration Group, or simply send it to All Attendees. Emails go to both paid and unpaid attendees.
If you click Purchaser, use the Recipient drop-down to search for individual recipients by name or email, or choose All Purchasers, Check or Invoice. Check out our Invoice & Check Payments article for more info.
Here are some important things to note:
Emails only go out to attendees who complete Registration. If you've added attendees directly to your Webex Event, they won't get the emails unless you also add them to your registration attendee list.
You can select a Group only if both of the following are true:
Only attendees automatically assigned to Registration Groups will receive the email
The ticket purchaser may not be the person attending the event
In the Reply To field, enter the email address that recipients can reply to for timely answers to their questions
The Subject is your chance to tell recipients what the email is all about. You know what to do. 😄
Write a message
Now that you have the basic info done, it's time to start crafting a finely-worded message!
The Message editor offers standard text formatting options — text size presets, styles, colors, numbers, and bullets. Feel free to also insert hyperlinks and as many images as you'd like.
⚠️ Caution! Images must be no wider than 600px.
⭐ Keep in mind, the editor doesn't support HTML tags and formatting.
The Supported Variables section lets you add a touch of personalization, and it'll save you time, too. 😉 Click a variable to insert a placeholder into your message. For example, if you begin your email with "Hi " and then click the Attendee First Name variable, it inserts that placeholder into the message text. When someone named Joe Smith gets the email, it'll say "Hi Joe".
There are slightly different variables depending on whether you select Attendee or Purchaser as the recipient type. Here's a list of those variables:
Attendee recipient type | Purchaser recipient type |
Event Name | Event Name |
Event Link | Event Link |
Attendee Full Name | Purchaser Full Name |
Attendee First Name | Purchaser First Name |
Attendee Last Name | Purchaser Last Name |
Ticket Name | Amount Due |
Ticket Price | Venue Name |
Venue Name | Venue Address |
Venue Address |
As you use Variables, refer to the Live View for a preview of how they'll look to the email recipient.
Add to Calendar and CTA Buttons
If you want to give people another way to remember they registered for your event, click the Show add to calendar buttons toggle. This adds Google, Outlook, Apple, and Yahoo buttons that launch the relevant calendar app on the recipient's device.
⭐️ Keep in mind, if you change the date or time of your registration after attendees have added it to their calendar apps, their calendars won't automatically adjust. Attendees will need to either re-add the event to their calendar, or manually update their calendar app.
If you want to give your recipients something to do after they read the email, include Call to Action (CTA) buttons. Choose between App Store Button, Play Store Button, or Custom.
If you add either of the Store buttons, you'll also have to supply a Button Link. It's easiest to get these by copying the URL from the buttons on the Promo Page for your event.
Custom CTA buttons point to any URL you like. Remember to write Button Text that let's people know where the button takes them.
⭐️ Keep in mind, the CTA button color matches the color you chose in your registration event's Basics → Appearance page.
Saving, scheduling, testing, and sending
Dang, that email is lookin' fine! Before you spread the joy to all your recipients, test the email first. Simply click the Send Test Email button to send a test email to your platform account email address.
⭐️ Keep in mind, if you're not sure what your Platform Account email address is, click your user profile icon to check.
Once you've reviewed the test email and everything is good to go, click Send Now or Scheduled Time under the Send field.
If you choose Send Now, scroll back to the top of the window and click Send Email
If you choose Scheduled Time, enter any date and time in the future, then click Schedule Email at the top
If you're not ready to send or schedule the email, click Save as Draft
⭐️ Keep in mind, scheduled emails will be sent regardless of whether your Webex Events contract has expired.
Manage Emails
Once you've sent or scheduled an email, you'll see it on the Registration → Emails page with its current status. Sent emails show counts for Delivered, Sent, Opened, and Link Clicks.
Click the settings icon (⚙️) to edit, clone, cancel, or delete Scheduled emails any time before they're sent. If you cancel a scheduled email, it reverts to Draft status.
If an email is In Progress, you can only view the email. The In Progress status means that the email is processing through our email provider. The time it takes for the status to update to Sent varies depending on the number of recipients.
Consider cloning an email to save time! You can clone any emails in Sent, In Progress, or Scheduled status.
Email exports
When you export an email, the export file contains three sheets: Email Metrics, Recipient Metrics, and Appendix. The Appendix contains information to help you understand the information in the other two sheets.
The Email Metrics sheet shows counts for:
Delivered
Sent
Opened
Link Clicks
Unsubscribed
Blocked
Invalid
Marked as Spam
The Recipient Metrics sheet shows recipient-specific information and counts for:
Delivery Status
Opened
Link Clicks
Delivery Message
⭐️ Keep in mind, the Delivery Message column shows an error indicating why an email wasn't received. If an error occurs due to an email's domain, we recommend you contact the attendee's IT admin and ask them to allow emails from our domain. Then, try sending the email again to only the recipients that didn't receive it.
Now you know everything you need to start sending emails from Webex Events Registration. Go forth and email! 📄 🚀 📫
Questions? Chat Us or Email support@socio.events