automatically send communications to guests and staff. Tourism operators can use this feature to send booking confirmations, pre-tour reminders and post-tour feedback requests, saving administrative time and improving guest engagement. For example, automatically send a pre-tour reminder email 24 hours before a booked experience.
Accessing this feature
Go to Settings > Event Management > Email Notifications
How to use it
Configuring event email notifications involves a structured process to ensure messages are delivered accurately and effectively. Follow these steps to set up and manage your automated communications:
Go to the Email Notifications Dashboard: Access the feature via the path provided in "Accessing This Feature". This dashboard displays a list of existing notification templates and rules.
Create a New Notification Rule: Click the Add New Notification or Create Rule button. You will be prompted to select an event or specify if the rule applies to all events (global template).
Assign a clear, descriptive name to your notification rule (e.g., "Event X Registration Confirmation", "Workshop Y Reminder - 3 Days Out").
Define the Trigger Event: Choose the specific action or time point that will initiate the email. Common triggers include:
Registration Confirmation: Sent immediately after a successful registration.
Registration Cancellation: Sent upon a guest cancelling their booking.
Event Update: Sent when event details (e.g., time, location) are modified.
Event Reminder: Sent a specified period before the event start time.
Post-Event Follow-up: Sent after the event concludes.
Payment Confirmation: Sent upon successful payment processing.
Specify Recipients: Determine who will receive the email. Options typically include:
Registrant: The individual who registered for the event.
Event organiser/Administrator: Internal team members responsible for the event.
Specific Contact/Role: Custom email addresses or roles defined within the platform.
You may be able to add multiple recipient types for a single notification.
Compose Email Content:
Subject Line: Craft a concise and informative subject line that clearly indicates the email's purpose.
Email Body: Write the main message. Use the provided rich text editor to format text, add links, and embed images.
Dynamic Fields: Insert dynamic placeholders (e.g., #{{registrant_name}}, #{{event_title}}, #{{event_date}}, #{{registration_id}}, #{{payment_amount}}). These fields automatically populate with specific event and registrant data upon sending, ensuring personalisation.
Branding: Ensure the email content aligns with your operator's branding guidelines, including logos and colour schemes where customisation is available.
Set Timing and Frequency (for Reminders/Follow-ups): For time-based notifications, specify when the email should be sent relative to the event's start or end time.
Days Before/After: E.g., "3 days before event start", "1 day after event end".
Specific Time of Day: E.g., "9:00 AM AEST".
If applicable, configure whether the notification is a one-time send or part of a schedule.
Review and Test: Before activating, use the Preview function to see how the email will appear to recipients. Send a Test Email to yourself or a colleague to verify dynamic fields are populating correctly and all links are functional.
Activate the Notification Rule: Once satisfied with the configuration and testing, activate the notification rule. The system will then automatically send emails based on the defined triggers and settings.
Manage Existing Notifications: From the Email Notifications Dashboard, you can:
Edit: Modify the content, triggers, or recipients of an existing rule.
Deactivate: Temporarily stop a notification rule from sending emails without deleting it.
Delete: Permanently remove a notification rule.
Regularly review your active notifications to ensure they remain relevant and accurate.
Key Capabilities
Event email notifications provide robust functionalities designed to enhance communication efficiency and effectiveness:
Automated, trigger-based delivery: Emails are automatically dispatched based on predefined event actions (e.g., registration, cancellation) or time-based schedules (e.g., reminders, follow-ups).
Customisable templates: Use a flexible editor to design email content, including subject lines, body text, and visual elements, ensuring brand consistency.
Dynamic data insertion: Seamlessly integrate event-specific and registrant-specific information (e.g., attendee name, event date, location, booking reference, payment status) using dynamic placeholders.
Targeted recipient options: Direct communications to specific groups such as registrants, event organisers, or custom email addresses, ensuring relevant information reaches the appropriate audience.
Scheduled delivery: Precisely control the timing of reminder and follow-up emails, enabling delivery at specified intervals before or after an event.
Multi-event application: Create global templates applicable across multiple events or configure unique notifications tailored to individual events, offering flexibility in management.
Status tracking and logging: Monitor the status of sent emails, providing insights into delivery success and potential issues, supporting effective communication oversight.
Version control: Maintain a history of changes to notification templates, allowing for review and rollback if necessary, ensuring robust management of critical communications.
Tips
Clarity and Conciseness: Ensure all email content is clear, to the point, and easy to understand. Avoid jargon and unnecessary information. Focus on the core message and a single, clear call to action where applicable.
Branding Consistency: Maintain consistent branding across all your email communications. Use your operator's logo, colours, and tone of voice to reinforce brand identity and professionalism.
Use Dynamic Fields: Fully use dynamic fields to personalise emails. Addressing registrants by name and including specific event details makes communications more relevant and engaging, fostering a stronger connection.
Careful Testing: Always test notifications before activation. Send test emails to various internal addresses to check formatting, dynamic field accuracy, link functionality, and mobile responsiveness across different email clients.
Strategic Scheduling: Schedule reminder and follow-up emails thoughtfully. Avoid over-communicating. Send reminders at optimal times (e.g., 24-48 hours before an event) and post-event follow-ups within a reasonable timeframe (e.g., 1-3 days after the event).
Clear Calls to Action (CTAs): If an email requires a response or action (e.g., "Add to Calendar", "View Event Details", "Complete Survey"), make the CTA prominent and unambiguous.
Review and Update Regularly: Event details, policies, or branding may change. Periodically review all active notification templates to ensure their accuracy and relevance. Deactivate or update any outdated information.
Consider Mobile Responsiveness: A significant portion of recipients will view emails on mobile devices. Design your email templates to be responsive, ensuring they display correctly and are easy to read on smaller screens.
Segment Recipients When Necessary: For larger events or diverse audiences, consider creating slightly different notifications for different participant segments if their needs or required information vary.
Need help?
For further assistance, contact us at [email protected]