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 events try to use this internal name to categorize their emails:

• [Pre-Production] initial information email new members

• BRIEFING break down

• PRACTICAL for lists during event

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:

• A briefing email to every person that works on Thursday in one of the whiskey bars

• An update for all members working tomorrow as heavy rain is expected

• Refund instructions for everybody that worked during the event

• Instructions for signing a document for all people who work buildup

• After event update with a detailed summary of the visitor numbers

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 event 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. If no logo is uploaded, we'll use the default horizontal logo from the branding page.

Subject: The email subject

Body: The email content

This text area supports formatting and variables.

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. All variables will be highlighted to make them more visible.

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 recepients and the exact email they received.

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.

Replies

All send emails have a special "from" email address. This email address allows recipients to reply to your emails. These replies will be forwarded to "Reply to email" you have selected. From that replied email in your inbox, again you can reply to the recipient. The loop continues.

All those replies will also be shown in the recipient details.

Attachments

In the bulk email

Use our Downloads function to upload your attachments and integrate the link into your email using some formatting. For example:

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.