Creating and editing e-mailings

Creating and editing e-mailings



Invitario allows you to create and thoroughly test an infinite number of mailings before sending them to your guests.

Creating a mailing

To create a new mailing under > Mailings, you can either copy an existing one using the “Duplicate” option under “Select action” or add a new one by clicking “Add mailing" .



  1. You can now configure the new mailing’s key settings: At the top of the screen, you can customise mailing-specific settings and at the bottom, edit the mailing contents on the left and keep track of your changes in the live preview pane on the right.

  2. Basic mailing settings:
    1. The mailing name is for internal use only.
    2. In order to be able to select a mailing as a confirmation mail under > Forms > Confirmations, it has to be set to either “Registration confirmation” or “Confirmation of deregistration” under “Mailing Type”.
    3. Mailings with a “Set up/Test” status can only be sent to testers. In order to be able to send mailings to real guests, their status has to be set to “Active”.
    4. If the “Opt-Out Link” checkbox is checked, the mailing’s footer will contain an “Unsubscribe” link which allows recipients to opt-out of all future mailings.

  3. The mailings’ design, i.e. colours, fonts, header image, logo, footer, etc. will be taken over from the “Default Design” specified under > Design:
    1. The default header image and logo can be hidden in the mailing by unchecking the “Show header image” and “Show logo” checkboxes.
    2. To change the default header image and logo, open the “IMAGE AND DESIGN SETTINGS” and select a different image file under “Header image” or “Logo”. When doing so, you will be able to select from any of the image files (jpg, png, gif) you have previously uploaded under > File Manager.
    3. To change the mailing’s design, select a design from the “Design” drop-down menu that you have previously set up under > Design.

  4. Sender-name, sender-address and reply-to-name and reply-address are added from the data entered under > Settings:
    1. To overwrite the pre-selected data for the sender-name, reply-to-name and reply-address for this mailing, click on “SENDER AND REPLY TO SETTINGS”.
    2. Next, select a different sender address from the ones previously set up under > Account > Administration > Sender shown in the “Sender address” drop-down menu.

  5. Editing the content of your mailing:
    1. You can also use a number of macros in the “Subject” field such as the event name: {{event.name}}, event date: {{event.startDate}}, registration deadline: {{event.registrationClosingDate}}, event location: {{event.locationName}}, recipient name: {{guest.fullName}}.
    2. The following contains all of the key info about the editing tools provided in the “Mailing content” field.
    3. It is also possible to enter macros into the “Mailing content” field by using the # symbol. If, for example, you were to enter #name, all of macros that contain “name” (e.g. event name, location name, guest last name, ...) will be displayed in a list. Once the required macro has been selected from the list, it will replace the hash symbol.

Take care when selecting the subject line: This is because it can have an effect on your mailing delivery, opening and click rates.
  1. Mailing preview:
    1. There is generally a slight delay before the preview is updated to show the very latest changes. All macros will be displayed in full, which means that the actual event name will be displayed instead of the macro {{event.name}}.
    2. To display personalised or guest-specific macros, you will first need to select a guest at the top of the preview pane.
    3. To do so, type the first three letters of the relevant guest’s name into the search bar to be shown a list of all matching guests from the guest list for you to select from.



  • Click “Save & Send” to open the Send Page. 

Note: Clicking this button will NOT cause the mailing to be sent – there are more steps to be completed yet.

Mailing delivery test

Every new event and mailing is automatically assigned the status “Set up”. Mailings with this status can only be sent to testers and cannot be accidentally sent out in bulk. Testers are those guests on the guest list who are marked as a “Tester” in the relevant master data field. When creating a new event, all account users are automatically added as testers for this event.
 
Sending test mails to your testers:
  1. Once you have clicked “Save & Send”, the Send Page will open.
  2. All of the testers will be listed in the relevant box. Select one or several testers and click on the “Send” button below the box.
  3. The test mail will now be instantly sent to the selected email address and should arrive within seconds.
  4. If you selected a specific guest, the preview on the left will be personalised and contain all of the relevant guest’s data.
  5. To make any changes, click on  "Edit" and make the changes in the editor. Once completed, click on "Save & Send" again.
  6. This process can be repeated any number of times.

Mailing delivery tests are not taken into account in the delivery statistics. The mailing delivery tests will no longer be available once an event or mailing has been set to “Active”.

Once you have sufficiently tested your mailing, you can start sending it out. Click here to find out how to send emails in bulk.

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