Bulk email
Contact many people at once
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.
New
When creating a new bulk email, some basic data is requested:
Internal name: The name of the bulk email. Some example email names from our companies:
Announcement <event_name> 2024
Second call for <event_name> inscription
Category: The category of people you want to send this email to
Languages: You can translate this bulk email in multiple languages. If you have selected more than 1 language, the platform will smartly decide which language should be sent to which person.
After the email has been created, you can add a lot more information.
Details
Filter: 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.
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
Nr. of new recipients to send to: This is the number of people you are going to send this bulk email to. It starts with the number of results in the filter and subtracts the email addresses that we will not send to.
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
has deleted its account
has unsubscribed from the company emails
...
Send at: The actual date and hour when this email should be sent.
Every event company can send a maximum of 1 email per hour.
Header logo: Customise the header logo of the email.
Subject: The email subject
Body: The email content
Reply to email: The email address where we forward replies on your bulk email to.
Preview
The preview button shows you a preview of the email where the formatting and the variables are processed.
Sending
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. 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.
Approved
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. This process might not start exactly on the hour (0 minutes), but can take up to 3 minutes to start sending.
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. You can edit the bulk email, resolve the issues and request approval again.
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:
Nr. of new recipients to send to: 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.
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 [an url](https://www.eventication.com)
to create a link with text. This will appear like an url. This URL can redirect the recipient to the attachment.
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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