# Bulk email

Our bulk email feature (in the communication module) allows you to send emails to many people at once. These emails can be set up to be sent at a certain time.

## <img src="/files/QVW4VnycACle8n3e8UrV" alt="" data-size="line">New

Look in the upper right corner to create a new bulk email.

When creating, some basic data is requested:

<table data-header-hidden><thead><tr><th width="142.01953125">Term</th><th width="614.90625">Explanation</th></tr></thead><tbody><tr><td><strong>Internal name</strong></td><td><p>The name of the bulk email:</p><p><em>Announcement &#x3C;event_name> 2024</em></p></td></tr><tr><td><strong>Category</strong></td><td>The category of people you want to send this email to</td></tr><tr><td></td><td></td></tr></tbody></table>

{% hint style="info" %}
As a company page, you can only send bulk emails to the category: Followers.&#x20;

Within the event page, you can send bulk emails to several categories such as members, form persons and materials.
{% endhint %}

<table data-header-hidden><thead><tr><th width="142.01953125">Term</th><th width="614.90625">Explanation</th></tr></thead><tbody><tr><td><strong>Internal name</strong></td><td><p>The name of the bulk email:</p><p><em>Announcement &#x3C;event_name> 2024</em></p></td></tr><tr><td><strong>Category</strong></td><td>The category of people you want to send this email to</td></tr><tr><td><strong>Reply to email</strong></td><td>Chose a designated email address to receive replies for your bulk email </td></tr><tr><td><strong>Languages</strong></td><td><p>You can translate this bulk email in multiple languages. </p><p>If you have selected more than 1 language, the platform will smartly decide which language should be sent to which person.</p></td></tr></tbody></table>

After the email has been created, you can add a lot more information.

## Details

<table data-header-hidden><thead><tr><th width="143.37109375"></th><th></th></tr></thead><tbody><tr><td><strong>Filter</strong></td><td>Pick the filter you want to use. Every result in that filter with a working email address will receive this email. This feature makes it very easy to fine grain who the recipients of this email will be.</td></tr></tbody></table>

{% hint style="info" %}
Filtering makes it possible to **only send emails certain people**. Some examples from our events:

* *Everybody who worked at event \<event\_name>*
* *People who have never worked for one of our events (direct followers)*
* *Everybody with a certain comment rating*
  {% endhint %}

{% hint style="warning" %}
We have a couple of reasons why we won't send an email to somebody, for example:

* *has already received this email*
* *has been suspended on a platform scale*
* *has a* [*suppressed email address*](broken://pages/sgFPvlnWbsiwJu0iSgQ2)
* *has deleted its account*
* *has unsubscribed from the company emails*
* *the user has not been on the platform for over 3 years*
* ...
  {% endhint %}

<table data-header-hidden><thead><tr><th width="143.37109375"></th><th></th></tr></thead><tbody><tr><td><strong>Send at</strong></td><td>The actual date and hour when this email should be sent.</td></tr></tbody></table>

{% hint style="warning" %}
Every event company can send a **maximum of 1 email/hour**.
{% endhint %}

<table data-header-hidden><thead><tr><th width="143.37109375"></th><th></th></tr></thead><tbody><tr><td><strong>Header logo</strong></td><td>Customise the header logo of the email</td></tr><tr><td><strong>Subject</strong></td><td>The email subject</td></tr><tr><td><strong>Body</strong></td><td>The email content</td></tr></tbody></table>

{% hint style="success" %}
This text area supports [formatting](https://docs.eventication.com/event/misc/text-formatting) and [variables](https://docs.eventication.com/event/misc/variables).
{% endhint %}

## Preview

The preview button shows you a preview of the email where the formatting and the variables are processed.

## Sending the bulk email

{% stepper %}
{% step %}

### Request approval

After you have created and finalised your bulk email you will need to request approval before the platform will send it as we do not allow any marketing via our communication module.&#x20;

Go to the **details** of your bulk email and click the **green button to request approval**. Our team will approve or reject the request within maximum **24 hours**. Most of the time it will be approved within the hour.
{% endstep %}

{% step %}

### Approved? Send automatically starts

If your email is approved it will be added to the sending queue and will automatically start sending on the **hour you specified** in the "**Send at**" value.&#x20;

This process might not start exactly on the hour (0 minutes), but **can take up to 3 minutes** to start sending.
{% endstep %}

{% step %}

### Rejected?

If your email is rejected, you will **receive an email at your personal email address** informing you of this with a personal message why it has been rejected.&#x20;

You can **edit** the bulk email, resolve the issues and r**equest approval** **again**.
{% endstep %}
{% endstepper %}

## Recipients

After the bulk email has finished sending you can see a list of recipients and the exact email they received. Recipients are allowed to reply to your emails. All those **replies will also be shown in the recipient details**.

After the bulk email has finished, you get access to some new data in the details page:

<table data-header-hidden><thead><tr><th width="143.37109375"></th><th></th></tr></thead><tbody><tr><td><strong>Nr. of new recipients to send to</strong></td><td>As the results in the bulk email filter can change over time, new people might be in this filter that have not yet received this email. This value marks the count of those new people.</td></tr></tbody></table>

If this number is positive, a new button "**Send to new recipients**" will appear. Click this button to trigger the email being sent to those new people. This action is immediate.

## Attachments

### In the bulk email

Use our Downloads function to upload your attachments and integrate the link into your email .&#x20;

{% stepper %}
{% step %}

### Go to your event space and click on 'downloads'

<figure><img src="/files/MCH4s6nhUNQLA3yDVIi3" alt="" width="312"><figcaption></figcaption></figure>
{% endstep %}

{% step %}

### If attachment is not in list, click on the 'new' button

You find the 'new' button in the upper right corner. After you've added all needed information, click on save. Copy the share link, you can use the copy button <img src="/files/WhrQq77ohELps2EJy8T0" alt="" data-size="line">
{% endstep %}

{% step %}

### If attachment is in list, click on the attachment title

Copy the share link, you can use the copy button <img src="/files/eJTjlOJMUY75xyjmTfmJ" alt="" data-size="line">
{% endstep %}

{% step %}

### Go back to the company page and click on bulk emails

Make sure you are in the event **company** page and not the event page.
{% endstep %}

{% step %}

### Click the bulk email title where you want to add the attachment.

{% endstep %}

{% step %}

### Integrate link into your email text using some [formatting](https://docs.eventication.com/event/misc/text-formatting)

{% endstep %}
{% endstepper %}

<details>

<summary>URL example</summary>

Use `[an url](https://www.eventication.com)` to create a link with text. This will appear like [an url](https://www.eventication.com). This URL can redirect the recipient to the attachment.

</details>

### In the replies to your bulk email

When the recipient replies to an email and attaches one or many attachments, we will reformat the email by uploading the attachments to our servers and including links to those at the top of the email that is sent to you. This way the email has a lot more chance to end up in the inbox and not in the spam folder. Same goes when you reply to that reply.


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