Understanding and Customizing Email Templates

Email templates play a very important role in the PheedLoop system. They are a set of pre-written emails that are sent within a certain context. In other words, they are connected to some automated or manual workflow triggered within the PheedLoop system such as confirmation emails upon successful registration, invitations to the virtual event portal, reminders for incomplete proposals, etc. The email templates are pre-populated with default content, but you have the ability to modify the content.

Editing Email Templates

1. From the Event Dashboard, navigate to Communications > Email Templates
2. Select an email template you would like to edit from the list
3. Under Subject, fill out the subject line of the email
4. Under Body Text, fill out the text you would like to edit in the email
   1. By selecting Insert Token, you can add custom links like Attendee Portal Link, Attendee QR Code, Temporary Password, and more.
5. Toggle on the Remove Default Welcome Message checkbox
   1. This will remove the default greeting included in emails, useful if you would like to include your own custom greeting in the email body.
6. Toggle on the Enable Call-To-Action Button checkbox 
   1. Call-to-action buttons are included to direct email recipients to specific actions related to the email being sent.
7. Toggle on the Enable Attachment checkbox
   1. For email templates that don’t have any related attachments, this setting will not have any effect.
8. Toggle on the Include Login Credentials checkbox
   1. Select this option if your email is intended to invite recipients to access one of your event portals that require their login credentials (e.g. event app or virtual event portal).
9. Select Save Changes

How to Review Sent Emails

To find out who you have sent specific emails to and a plethora of other information regarding already sent emails, you have the option to acquire all of this with the Review Sent Emails feature.

1. From the Event Dashboard, navigate Communications > Email Templates
2. Select the email template you would like to review from the list
3. Above the email templates table, select Actions > Review Sent Emails

Once you select Review Sent Emails, a new pop up will appear with columns regarding attendee’s, which email it was sent to, the date it was sent, if the email has been opened, and if the email was clicked into.

Understanding Automatic Emails

The email templates within PheedLoop allow your stakeholders to receive confirmation, welcome, reminder, receipt, update, accept/deny, and certificate emails automatically without you needing to manually send these in the Event Dashboard. Please review the email templates below based on the module you purchased and what's relevant to you:

Registration Module Emails

Registration Confirmation - This email is sent automatically for every ticket purchased during the checkout process. They have a PDF version of the ticket attached, containing information about how to login to the event application or virtual event portal (if the ticket is a virtual ticket), and basic information about your event itself. Change this template to customize the main body text of the registration confirmation email. Only basic HTML tags and CSS formatting are supported here.

Registration Invoice - These emails are sent automatically after an attendee completes their registration, but has not paid yet. This is triggered by selecting, Other Payment Method. You may turn off these automated emails via your registration settings, but can always send them manually at any time. You may customize this email body if you would like to highlight specific payment related instructions, or provide any additional guidance. Note that the invoice document is attached to these emails, and you can also customize the content of those documents via your registration settings.

Registration Receipt - These emails are sent automatically after an attendee completes their registration, and has paid.You may turn off these automated emails via your registration settings, but can always send them manually at any time. You may customize this email body if you would like to highlight specific payment related instructions, or provide any additional guidance. Note that the receipt document is attached to these emails, and you can also customize the content of those documents via your registration settings.

No Ticket Registration Welcome - This is sent when a registration is completed only for events that have enabled no-ticket registration in their registration settings. Edit this email to adjust the confirmation email registrants receive. Only basic HTML tags and CSS formatting are supported here.

Registration Reminder - These emails are sent automatically to incomplete registrants over a course of several weeks.You may turn off these automated emails via your registration settings, but can always send them manually at any time. You may customize this email body if you would like to communicate specific benefits of your event to convince potential registrants to complete their registration, share promotion codes, promote sponsors, or add any other relevant details.

Purchase Reminder - These emails are sent automatically the day before your event to remind purchase holders of the tickets they purchased. You may turn off this automated email sequence via your registration settings, but can always send them manually at any time. You may customize this email body if you would like to instruct attendees pre-event in any way, promote sponsors, or the app. A link to access the event app exists by default in this email, so it is a great way to encourage more app engagement, and speed up the on-site check-in process. If the ticket is a virtual event ticket, the link will lead to the virtual event portal instead.

Waitlist Confirmation - These emails are sent to individuals as soon as they join a waitlist. You may customize the content of these confirmation emails. The email body will automatically be populated with information about the ticket they joined the waitlist for. Once a spot opens up for them PheedLoop will automatically send a waitlist notification email (which can also be customized). You may manually trigger the sending of a waitlist notification email at any time as well to override the automatic behavior. Only basic HTML tags and CSS formatting are supported here. For more information, please review our article on our Waitlist feature

Waitlist Notification - This email is sent to individuals as soon as they are removed from the waitlist when a new spot opens up for the ticket they joined the waitlist for. Information about the ticket will be auto-populated in this email. Depending on your ticket's settings, waitlist notification emails are sent automatically in batched formats, but you may choose to manually send waitlist notification emails to specific attendees at any time. Only basic HTML tags and CSS formatting are supported here.

Speaker Module

Speaker Welcome - This email is sent by your command to speakers at your event. They introduce speakers to your event, their speaker dashboard, and the event application. Change this template to customize the main body text of the speaker welcome email. Only basic HTML tags and CSS formatting are supported here. 

Speaker Contract Confirmation - This email is sent upon the successful completion of the speaker contract application. By default, the email also includes a copy of their contract, and a link to the speaker's portal, where they can review their contract's details, and make further changes to their profile. For more information, please refer to our Speaker Contract article here.

Attendee Module

Event App Welcome - This email is sent by your command to attendees. They introduce attendees to your event and the experience portals. Change this template to customize the main body text of the attendee welcome email. Only basic HTML tags and CSS formatting are supported here. The call to action button will be the event app landing page. Learn how to invite attendees to the event app here.

Attendee Portal Welcome - This email is sent to attendees to introduce them to their attendee portals where they can modify their profiles, purchases, and more. Change this template to customize the main body text of the attendee portal welcome email. Only basic HTML tags and CSS formatting are supported here. Learn more about the member portal here.

Attendee Session Certificate - This email is sent to attendees to provide them with their PDF certificate of session attendance. Change this template to customize the main body text of the email. Only basic HTML tags and CSS formatting are supported here. Learn more about CE credits here.

Virtual Event Welcome - This email is sent to attendees to introduce them to the virtual event portal where they can participate in virtual sessions, exhibit halls, and networking. The email includes their login details. Change this template to customize the main body text of the Virtual event welcome email. Only basic HTML tags and CSS formatting are supported here. The call to action button will be the virtual portal. Learn how to invite attendees to the virtual event here.

Exhibitor Module

Exhibitor Welcome - This email is sent by your command to exhibitors at your event. They introduce exhibitors to your event, their exhibitor portal, the event application, and more. Change this template to customize the main body text of the exhibitor welcome email. Only basic HTML tags and CSS formatting are supported here.

Exhibitor Contract Confirmation - This email is sent upon the successful completion of the exhibitor contract application. By default, the email also includes a copy of their receipt, and a link to the exhibitor's portal, where they can review their contract's details, submit payments, add purchases, and make further changes to their profile. Change this template to customize the main body text of the exhibitor welcome email. Only basic HTML tags and CSS formatting are supported here.

Note - To utilize the Contract Confirmation email, you need the Exhibitor/Sponsor Application Module

On-site Module

Check-In Welcome - This email is sent automatically to attendees when you check them in to your event.These emails are intended to warmly welcome, and introduce attendees to your event and the event application. Change this template to customize the main body text of the check-in welcome email. Only basic HTML tags and CSS formatting are supported here. You can disable this email in On-Site > Settings.

Seat Planning Power-up

Seat Confirmation - This email is sent if you are using the seat planning system, only. Upon a seat being selected for a ticket holder, they will receive a confirmation email with their table number and description of the associated seating plan (customizable in the seat planner) appended to the email, followed by any additional custom messaging you may have. Only basic HTML tags and CSS formatting are supported here.

Proposal Module

Proposal Confirmation - These emails are sent automatically for every speaker proposal application submitted. They receive login credentials which would go live if/when you accept their proposal, information about your event, and a link they can visit to view the status of their application. Change this template to customize the main body text of the proposal confirmation email. Only basic HTML tags and CSS formatting are supported here.

Proposal Reminder - These emails are sent automatically for every proposal application which is left incomplete. They are sent occasionally over a period of six weeks, and can be disabled by the recipient, or sent manually at any time by the event planner. Change this template to customize the main body text of the proposal confirmation email. Only basic HTML tags and CSS formatting are supported here.

Proposal Update - These emails are sent at your command to any completed proposal submissions. These alert emails direct applicants back to their proposal portals, where they can review the status of their application.Only basic HTML tags and CSS formatting are supported here.

Proposal Accept - These emails are sent at your command to any accepted proposal submissions. These alert emails direct applicants to their speaker portals or contract systems, where they further manage their speaking experience. Only basic HTML tags and CSS formatting are supported here.

Proposal Deny - These emails are sent at your command to any denied proposal submissions. These alert emails direct applicants to their submission portals, where they further review their submission and any notes. Only basic HTML tags and CSS formatting are supported here.

Reviewer Welcome - This email is sent to individuals on your review panel for proposals. You may customize the content of these emails, and send them at any time. Each email includes a button at the end of the body, linking reviewers to their private review portals. They do not need any credentials to access their portals. Only basic HTML tags and CSS formatting are supported here.

Sponsor Module

Sponsor Welcome - These emails are sent by your command to sponsors at your event. They introduce sponsors to your event, their sponsor portal, the event application, and more. Change this template to customize the main body text of the sponsor welcome email. Only basic HTML tags and CSS formatting are supported here.

Sponsor Contract Confirmation - This email is sent upon the successful completion of the sponsor contract application. By default, the email also includes a copy of their receipt, and a link to the sponsor's portal, where they can review their contract's details, submit payments, add purchases, and make further changes to their profile. Changes this template to customize the main body text of the sponsor welcome email. Only basic HTML tags and CSS formatting are supported here. You need the Exhibitor/Sponsor Application Module for this email.

Other

Task Completion Reminder - These emails are sent to stakeholders (e.g. exhibitors, sponsors) to notify them of any tasks which are pending completion. The email will start with a list of pending tasks and their due dates, and the call-to-action will be a button which leads them to their stakeholder portal where they can review more details about their pending tasks assignments. Only basic HTML tags and CSS formatting are supported here. Learn more about task management here.

Payment Summary - This email is sent automatically or manually depending on the context, once a payment is created or updated. Only basic HTML tags and CSS formatting are supported here.

Missed Chat Notification - These emails are sent to attendees who have missed a chat.