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.

Email templates that are created by default in each event cannot be removed or disabled. If you would like to prevent these emails from going out, navigate to the relevant module and disable them in the settings.

For example, if you would like to prevent the Check-In Welcome email template from firing, navigate to Onsite > Settings and toggle off the Send Check-in Welcome Email checkbox.

Some emails, such as Registration Confirmation emails, are sent automatically and cannot be disabled, while others require manual action from an event administrator to be sent.

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. Please note that you can also manually enter tokens into the email template even if the Insert Token button is missing.
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

Speaker Module

Attendee Module

Exhibitors

OnSite Power-Up

Interactive Maps Module

Proposal Module

Sponsors

Other