Setting up Follow-up Emails

Relevant to: Event Lead Management

Create and configure emails that are automatically sent to Event lead contacts and attendees. The follow-up email functionality enables you to define recipient groups and trigger actions (for Check-in Events), and customize the email content to include personalized messaging according to question responses.

You can set up multiple follow-up emails on an Event.
This is useful if you would like to send different follow-up emails to different groups of people.

Setting up a follow-up email

1. Create a new Event or open an existing one. Click Send emails.

2. Select Email and click Add.

3. Define the details of the follow-up email. For more information about the settings, see the following table.

If you are setting up follow-up email(s) for a Check-in Event, there are some additional options.
These are described below in Additional options for Check-in Events.

This table shows the options available when setting up the follow-up email:

Option	Required?	Description
Only send email when...	Optional	Allows you to specify who will receive this follow-up email. You may wish to send different messages to different groups, for example based on location, sales cycle, product of interest. Leave unchecked to send this email to all leads. See Customizing follow-up emails for more information.
Send instantly or after a delay Send instantly Send x hours after Send x days after Send 1 week after	One setting required (if enabled)	From the drop-down menu, select whether the email should be sent instantly once the defined action is performed, or state the required time delay. This feature is an optional extra. Speak with your Customer Success Manager if you would like to use the timed email functionality.
Send at a specific time (UTC)	One setting required (if enabled)	From the drop-down menu, specify the date and time that the email should be sent once the defined action is performed. This feature is an optional extra. Speak with your Customer Success Manager if you would like to use the timed email functionality.
Upload a header image of logo	Optional	Allows you to add a branding image or logo to the follow-up email. Maximum width: 476px File types: PNG or JPG Maximum file size: 5MB
Sender's name	Optional	Specify who the email is being sent from. If a name is not added, the reply email address will be shown.
Email address for replies	Required	Specify the reply email address where responses to the follow-up email will be sent.
Subject line	Required	Add a title for the email; recipients will see this before they open the email. See Add personalization for information on how to customize the subject line.
Your message	Required	Add the body copy of the email. See Add personalization for information on how to customize the email body.
Include a call to action button and link	Optional	Check the box to add and format a button that links to an external site. See Add a call to action button and link for more information.
Footer text	Optional	Add some footer copy to the email. See Customize the footer for information on how to customize the footer.

Additional options for Check-in Events

When setting up a Check-in Event, you may want to customize the timing of your follow-up emails according to the different moments of interaction that you have with attendees - eg. before an Event, at pre-registration, at check-in or when registering a new walk-in. You can use the follow-up email functionality with Check-in Events to tailor your email messaging for these interactions and to specify when attendees receive email(s) from you.

Use a Pre-Event Email to send messages to all attendees before an Event

This feature is an optional extra.
Speak with your Customer Success Manager if you would like to use this functionality.

This option is used to send an email to all attendees, including those who have registered for an Event via a pre-registration form and through a manual upload to the dashboard.

To use the Pre-Event Email, select it from the Send Emails modal and proceed to configure the settings as required.

Use a standard Follow-up Email to send custom messages to attendees

In addition to the settings outlined in Setting up a follow-up email, there is the additional option for Check-in Events to define what action triggers an email to be sent.

Option

Required?

Description

Send an email automatically on the following actions:

Pre-register
Check-in
Register (when a new Event form is submitted)

At least one required

Allows you to specify what action will trigger the follow-up email to send.

If the pre-register option is selected, emails will only be sent to attendees who complete a pre-registration form. Emails will not be sent to leads that have been uploaded as a guestlist.

Customizing follow-up emails

You may want to target follow-up emails so that they are sent to certain individuals based on their Event form responses. Logic can be used to set up segmentations based on specific conditions.

Check the Only send an email when... option, and from the drop-down menus specify which question and answer will trigger the email to be sent.

Example: targeting a follow-up email for Sales team(s).

Based on the Event form field Job Title, the follow-up email will be sent if a lead identifies the value as Sales. If other values are input to the Job Title field, the lead will not receive an email - unless alternative emails have been set up separately.

Add personalization

Use the Personalization... drop-down menus to add dynamic Event information (such as Event Name, Event Date and form field responses) to the email subject line and message.

1. In the Subject line and Your message fields, click the location in the copy where dynamic value(s) should be added. From the Personalization drop-down menu, select the relevant field.

This table shows the fields that can be added to the follow-up email subject line and body copy to personalize the message.

Email field	Available Event/form fields
Subject line	Event Name First Name Last Name Full Name
Your message	Company Name Time Arrived App User Device ID Event Name Event Start Date Event End Date Event Form Fields

Personalizing emails using Event Form Photo Fields

You can embed images from Photo fields directly in the email. Photos fields will be available in the list of personalization options, provided with two options, “embed as URL” and “embed as Image”.

The URL option will simply display a link to the image that will open in a browser. The Image option will display a small version of the image inside the email (some email clients like Gmail do not support embedded images; in these cases, the images will be appended as attachments).

We do not advise you attach more than one or two images to any one follow-up email, as it may reduce the chance of successful delivery.

2. Select Insert.

3. A green confirmation message will state that the field has been successfully added to the email. Example value(s) will appear in the email preview.

The personalization drop-down is often used with a link collection field.
Select the relevant link collection field from the Personalization drop-down menu to complete the setup. See Using link collection in your form for more information.

Add custom formatting to the email message

The Your Message field supports basic text formatting using a technique called Markdown. By adding some simple characters to your message, you can embolden and italicize text and add external web links.

Here are the basics:

Text format	Method	Example	Result
Bold text	Wrap text with two asterisks **	Click on the My Settings button.	Click on the My Settings button.
Italic text	Wrap text with an underscore _	Click on the _My Settings_ button.	Click on the My Settings button.
Web links	1. Wrap link text in square brackets [] 2. Wrap link address in parenthesis ()	See more [at Integrate](http://integrate.com).	See more at Integrate.

Create an unsubscribe link by combining Markdown with email personalization

You can combine the {~email~} syntax with Markdown to share the email address inside a link, for example:

[Unsubscribe](http://mywebsite.com/unsubscribe.html?email={~email~})

This will create a user specific unsubscribe link, populated with the lead's email address.

Add a call to action button and link

Check the box for Include a call to action button and link to add a button to the follow-up email.

Add the following information:

Option	Description
Button link	Add the external link where the button should link to
Button text	State what the button should say.
Button colour	Add the hex code to define the color of the button.

Customize the footer

Add relevant copy to the email Footer text.

Previewing the follow-up email

You can preview the follow-up email by clicking the Send test email button.

A test email will be sent to the email address of the logged in user.

When you have finished setting up the follow-up email, click Save Changes.

Checking that follow-up emails have been sent

Once the Event has started to collect data, you can check whether emails have been sent by opening the Event and looking at the list of leads.

An envelope with an arrow indicates an email that has been successfully sent out. If you hover over the icon this will tell you the time at which the email was sent.

A plain envelope indicates that an email has not been sent. This can be for a number of reasons:

The email is currently being processed and will send shortly.
The answers submitted for the lead do not match the logic criteria.
The lead's contact email is not accurate.

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