NAVIGATION: Main Dashboard > COMMUNICATION CENTER tab
The Communication Center enables you to send one-time email communications, auto-triggered email notices and text messages.
Furthermore, you can create segmented distribution lists based on registration criteria and attach content to these messages, such as documents and surveys.
In this article, we'll review how to create one-time emails. You can read about Auto Reminders by clicking HERE.
SENDING SINGLE EMAILS
DISTRIBUTION LIST
First, in the upper left panel, choose your event from the LIST SOURCE section.
The LIST TYPE defaults to "Registered Attendees" and this will include all registrants (across all profiles). You can apply an overall filter to your distribution list by selecting a different List Type.
- Attendees & Plus-X Guests: all active registrants and their Plus-X guests (only where an email address has been provided for the guest)
- UNPAID Registered Attendees: all active registrants that carry an outstanding balance
- Incomplete Registrations: users that attempted but did not completed registration
- You can access your Incomplete Registration list for any event via the Dashboard view by clicking the INCOMPLETE button to the right of REGISTERED ATTENDEES
- Pending Applications: registrations that have not been approved (see our Custom Profiles help article for more information on Applications)
- Denied Applications: registrations that were turned down
- Plus-X Guests: target simple guests that have email addresses attached to their record
- Sub-Account Attendees: target the master account emails of your sub-account registrants
After you set the LIST TYPE and LIST SOURCE for your email distribution, you can use additional filters to further segment your list of eligible recipients based on status or registration selections/type.
FILTERING
The Communication Center gives you the ability to target your email and SMS messages to select groups of recipients based on your requires. In the screenshot below, you will see that you can create a subset of your registered attendees list for a targeted message, using various filtering options:
STATUS
The Communication Center allows you to narrow your list of email recipients based on two types of registrant status:
- Check-In: has the registrant been checked into the event by an admin?
- Cancellation: Is the registrant cancelled from the event or a specific registration item?
Check-In status can be viewed on the Event Dashboard by accessing the Registered Attendees list. You can also view a registrant's check-in status via the mobile check-in app (available to admin users).
Cancellation status can also be viewed on the Event Dashboard by accessing the Registered Attendees list.
Recall that there are two levels of check-in for any given registrant:
- Event-Level Cancellation: registrant is cancelled from the event and all items they registered for
- Item-Level Cancellation: registrant is cancelled from one or more items that they selected
The Communication Center takes both of these levels of cancellation into account:
- If a registrant is cancelled from the entire event, they are excluded from the eligible list of email recipients by default
- If a registrant is cancelled from a specific registration item AND you have decided to filter (see below for more information on filters) your recipient list to target the folks that have selected that particular item, then the registrant in this example is excluded from the eligible list of recipients by default
In either case, you can manually set your recipient list to include the cancelled registrations. They will appear in the recipient list below with a red dot indicator next to their name (signifying that they are a cancelled reg):
REGISTRATION FILTERS
The Communication Center allows you to further filter your recipient list based on registration-based filters.
There are three potential registration filter types you can use in the Communication Center:
- Registration Profile: filter eligible recipients based on the Custom Profile they registered under
- Registration Item: filter eligible recipients based on which items they selected during registration
- Table Setups: filter eligible recipients based on which table they are assigned to
Once your filters are all set, you will see a list of eligible recipients that meet your requirements appear below. Each name will have a checkbox next to them. You can select the entire list or select individuals.
CRAFT YOUR MESSAGE
Once you setup your email distribution list, you can build your email with the tools on the right side of the Communication Center utility.
1) Create Email Message
Either pull an existing template or create from scratch. Use the settings below to:
- Designate CC's on the email
- List a plain FROM NAME
- Set an existing Eventsquid admin as the REPLY TO email
- Create an EMAIL SUBJECT line
Then, craft the body of your message with our WYSIWYG editor. Use various formatting options as well as any variables you might need (currently, we offer {First Name}, {Last Name} and {Email Address}.
2) Content Blocks
Add additional variable content to your email with our pre-structured content inserts. Here are a few highlights:
- EVENT TRAVEL BLOCK: Provides receipt of all travel-related fields that the registrant filled out
- BALANCE DUE & PAY NOW: Gives registrant a balance due number and PAY NOW button
- CEU HOURS: Sends a breakdown of the credit hours that the registrant earned during the event
- EVENT DETAIL BLOCK: sends registrant basic event information, including their confirmation #
3) Attachment Options
In this section, you can attach a survey and/or document(s) to your email.
Generate surveys in the SURVEY DASHBOARD (the next-door neighbor tab to the COMMUNICATION CENTER).
For documents, head to the MANAGE ORGANIZATION tab on the Dashboard, then click DOCUMENT LIBRARY. Upload documents here, which can be attached to Communication Center emails and specific event websites at any point.
SENDING TEXT MESSAGES
When configuring your message using the recipient filters in the upper right, you will see an option to SEND TEXT MESSAGE. Check this box and you will see the Communication utility change:
1) ELIGIBLE RECIPIENTS: below, you will see a list of eligible recipients that have successfully entered their mobile phone number and opted YES to receive text notifications.
- Our system provides you with a Form Prompt for Mobile Phone Number
- When the Mobile Phone Number prompt is activated, registrants will automatically see an option to opt in/out of receiving text notifications in the first section of registrant
- Users can change text message preferences in the My Account >> Profile >> Account Info area
2) ATTACHMENT OPTIONS: you can provide a link to published surveys and organization documents.
- For documents, head to the MANAGE ORGANIZATION tab on the Dashboard, then click DOCUMENT LIBRARY. Upload documents here, which can be attached to Communication Center emails and specific event websites at any point.