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 of Webex Events Registration, stay ahead of attendee questions and keep excitement for your event simmering!
⭐️ Keep in mind, emails are only available with Webex Events Registration.
Searching for instructions on setting up automated order notification emails for your team? Refer to our Event Registration Settings article to learn more.
In your Event or Community navigation bar under 'Registration', click Promote, then click Emails, then click New Email.
In the modal that appears, start by filling in the email's basic information. 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 helps everyone on your team understand the email's purpose.
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 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'. Refer to our Invoice & Check Payments article for more information.
Here are some important things to note:
Emails only go to attendees who complete registration. If you've added attendees directly to your Event App, 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:
You've configured groups in your Event App.
The group is assigned to at least one Ticket.
Only attendees automatically assigned to Registration groups will receive the email.
The ticket purchaser might 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've entered the basic information, it's time to start crafting a message! The Message editor offers standard text formatting options — text size presets, styles, colors, numbers, and bullets. You can also insert hyperlinks and as many images as you want.
⭐ Keep in mind, the editor doesn't support HTML tags and formatting. Images must be no wider than 600px.
The 'Supported Variables' section lets you add a little personalization, and it saves 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 says "Hi Joe".
There are slightly different variable options depending on whether you select Attendee or Purchaser as the recipient type. Here's a list of those variables by recipient type:
Attendee recipient type
Purchaser recipient type
Attendee Full Name
Purchaser Full Name
Attendee First Name
Purchaser First Name
Attendee Last Name
Purchaser Last Name
As you use variables, refer to the Live View for a preview of how they'll appear 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 your Event's or Community's scheduled date or time after attendees have added it to their calendar apps, their calendars won't automatically update. 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 the App Store Button, Play Store Button, or Custom button.
If you add either of the Store buttons, you must supply a button link. It's easiest to get these by copying the URL from the buttons on your Event App's Promo Page.
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 choose in your Registration's Appearance page.
Saving, scheduling, testing, and sending
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 in the top right corner of the Platform to check.
Once you've reviewed the test email, 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 are sent regardless of whether your Webex Events contract has expired.
After you send or schedule an email, it's listed on the Emails page with its current status. Sent emails show delivered, sent, opened, and link click counts. Cloning an email is a great time saver, especially when you need to send similar emails to different attendee segments.
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't edit the email. The 'In Progress' status means that the email is being processed through our email provider. The time it takes for the status to update to 'Sent' varies depending on the number of recipients.
You can export an email to review email metrics so you can track campaign success. Simply click the Settings (⚙️) icon next to a sent email and click Export.
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:
Marked as Spam
The Recipient Metrics sheet shows recipient-specific information and counts for:
Delivery Message - If an email delivery fails, the Delivery Message column shows the reason. 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 recipient(s) 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 firstname.lastname@example.org