Send emails

In this article you'll learn how to communicate with guests using email on all event related topics.

Table of contents 

Sending emails to guests is done via the guest list under the menu item Invite > Guest list.

Select guests

You can send an email to all guests, to a specific group of guests (segment) or to individuals.

Select individuals 

  1. Search for the respective guest in the guest list (e.g. using the search field at the top right).
  2. Click the checkbox at the beginning of the line to select the guest.
  3. Then choose Action > Send E-mail... to send an email to this individual.

Good to know: You can select multiple individuals for dispatch. If you do not select any guest, the selected action (in this case "Send E-mail") will be performed on the entire guest list.


Select segment

  1. Choose Action > Send E-mail...
  2. Click Select Segment and select the respective criteria (language, status, priority).


Check communication

Before sending emails, you can preview them for each respective guest. This way you can check if the personalized content (salutation, sender, etc.) is displayed correctly.

  1. In Send Invitation, select the email template you want to use.
  2. In the lower part of this window, the mailing list of all selected guests is displayed. Check to ensure these are the individuals you want to email. 
  3. You can preview the email with the personalized content using the eye icon.

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Once an email has been sent, it cannot be taken back. This checklist should help you with detecting potential errors before it is too late.

  • The registration window is open and the registration deadline is in the future.
  • The communication is available and completed in all activated languages.
  • The respective language(s) applied to guests correspond to the language(s) that are activated in the event.
  • At least one sender per guest is defined.
  • The maximum number of accompanying guests is defined for each guest. By default, "0" accompanying guests is stored. With "0" the guest cannot register an accompanying guest.
  • You have registered yourself as a guest and have tested the registration process.
  • Personalized content is checked (Check communication). 
  • The correct people are selected for dispatch. Check if these individuals have already received an invitation. Individuals who have already been invited but have not yet responded are marked with the status "invited".

Initiate dispatch

You've selected the right individuals and have checked all communication? Then you're now ready for dispatch! 🚀 

  1. Click on the button Send E-mail  in the dispatch window. 
  2. The software will ask you to confirm this operation. Check the number of people you want to send the email to.
  3. Then click the Send button.

Attention: Once you've hit send, there's no way back. It isn't possible to take back emails or correct typos afterwards. We recommend that you run the checklist before sending any emails.

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Frequently Ask Questions (FAQ)

When is the best time to ship?

In our experience, this generally depends on a number of factors. 

However, we have found that when invitations are sent on a Tuesday around 10:00 a.m., open rates and responses are significantly higher than on other days and times during the week. 

How can guests register for my event?

Each of your guests will receive their personalized invitation and will be directed from the email to a personalized and pre-filled registration form, where additional information can be provided.

After sending the form, the guest will be directed to a landing page with further information and will receive an automatic registration confirmation with all details. 

Why does the link to the registration form lead to the landing page with code?

The personal code on the landing page is requested if it is a non-public event and a guest wants to register using the landing page URL. If the guest clicks directly on the link to the registration form in the invitation email, no personal code is requested as the system already knows the guest.

If you send a test email, you will also reach the landing page with personal code request, as the system cannot identify any connection to guest data.