It's important that registrants are aware of their travel information. Whether they submitted their travel information themselves or had a travel agent book on their behalf, there needs to be clear communication around these plans.
With Eventsquid, you can use our email communication tools to keep registrants up to date with their travel plans.
Click HERE to learn more about travel prompt basics.
Click HERE to learn more about the Travel Import utility.
REGISTRATION CONFIRMATION EMAIL
You can configure the confirmation email that is automatically sent to registrants to include a record of all travel information that they submitted during registration. This can act as a perfect receipt.
Enter the Event Builder and select the REGISTRATION tab. Then, click the Default Registration Form tool (or the Registration Profiles tool on the left if you are using Custom Profiles).
At the top of the form editor, click the EMAIL tab. This will give you access to edit the confirmation email.
When activated, the registrant will see a receipt of all travel-related information that was submitted during the registration process (click HERE to learn more about using and creating travel-specific prompts for data capture).
COMMUNICATING TRAVEL DATA
You can use the Communication Center (on the Dashboard) to send registrants all travel-related information with respect to a specific event that they registered for.
SENDING TRAVEL INFORMATION WITH THE COMMUNICATION CENTER
Navigate to the Event Dashboard, then select the Communications Center tab at the top, (for more information on how to use the Communications Center, see our help article).
First, configure the recipient list. You can segment your list of eligible recipients based on custom parameters, such as:
- Custom Profile
- Registration Item(s) selected
- Cancellation Status
- Registration status (registered or incomplete)
Once you have your distribution list setup, move on to the right side of the tool to customize the body of the email message (in additional to the subject line, ReplyTo address and signature of the email).
Once you're finished customizing your message, scroll down to the bottom of the page. You'll see a section called Content Blocks - expand this to reveal additional customization options for your event.
One of the options in this section is to Include Target Event Travel Block. When activated, the email sent to each registrant will include a record of all travel-related prompt data that was captured for that registrant and for that specific event.
Thus, if you manually update the travel information of a specific registrant, that new data will populate the email sent to the registrant.
You can configure your event to notify personnel on your team that may or may not be Eventsquid admin users, when new registrations are submitted.
These email notices can be customized to include data that the registrant submitted, including travel-specific information.
With respect to travel data, this can be a useful tactic to notify a travel agent, for example, when a new registrant has submitted their preferences. Now, the agent can view this information as it comes in and use it to inform their bookings.
Click HERE to learn about manually updating a registration record with new travel information.
Click HERE to learn about uploading travel data for a list of registrants, using the Travel Import utility.
CREATE REGISTRATION NOTIFICATIONS
Enter the Event Builder and select the EVENT BASICS tab at the top. Then click the Contacts & Notifications tool on the left.
Scroll down to the bottom of the page, where you see a header entitled REGISTRATION NOTIFICATIONS.
Click the +RECIPIENT button to create a new contact, then enter their information:
After adding the new contact, click the CONFIGURE button on the right side of the contact. A window will appear, allowing you to select exactly which information should be included in the email notification that is sent to the 3rd party contact (when someone registers). You can pick all travel-related fields that need to be communicated to this contact.