Event Settings: Event Notifications

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Introduction

The Event Notifications tab includes event notifications, reminders and confirmation settings.

1. Click on the Events menu and then Select Events.
2. Find the event and click on its name to edit it.
3. On the left side, click Event Notifications.

There are three sections:

• Event Notifications: This allows you to add one or more email addresses. When there is a new registration, a notification email will be sent to these addresses.
• Event Reminders: This allows you to create and schedule emails that will go out to all attendees x days before or after the event's start date.
• Event Confirmation Email: This allows you to change the email confirmation that goes out to the registrant following a successful registration.

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Event Notifications

The Event Assigned To (Registration Settings) is an MC Trade user who receives an email notification each time there is a new registration. If you want notifications to go out to more users, or even to someone who is not an MC Trade user, you can add an event notification:

1. Click Add a Notification.

• Email: Enter the email address of the person who should receive this notification.
• System User: If applicable, choose the MC Trade user that belongs to this person.
• First Name and Last Name: Enter the name of the person who should receive this notification.

2. When you finish, click Save at the top.

There is also a Delete button under each notification, so you can remove it.

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Event Reminders

One or more emails may be written and scheduled to go out to all attendees before or after the event.

As an example, you may want a reminder to go out 7 days before the event, and another reminder to go out 1 day before the event with some preparation instructions ("Be sure to bring").

You may also want an email to go out 1 day after the event because you want to thank each person for attending and send them some follow up information.

1. Click Add a Reminder.

• Send This Many Days Before The Event: Enter the number of days before the event when this email should be sent (e.g., enter 5 to send it 5 days before the event). If this should go out after the event then enter a negative value (e.g., enter -5 to send it 5 days after the event).
• Send Time: Choose the time when this email should be sent.
• Subject: Enter the subject of the email.
• Email Body: Enter the body of the email. There is also a button to Add Image.

On the right side is an Email Special Fields drop down list with several options: calendar links to add this reminder to their calendar, the event image, event information, open invoices, and sign up information.

Some special fields are specific to the event (Event Name, Date, Image, and Location), but most of the fields are dynamic and tailored to each recipient - the "association name" field will show the recipient their association name, "Event Items" will show their registered event items, "open invoices" will show a link to their open invoices, and the "sign up" fields will show their signup information.

2. When you finish, click Save.

When you save a reminder, it will also appear in Message Admin (Scheduled tab). It can be edited there or in the Event Notification tab where it was created. Once the message is sent, it will appear under the Sent tab of Message Admin. At that point, it cannot be edited.

The reminders will go out at the specified Send Time, but the list of registrations gets pulled in the morning. So, there may be cases where someone registers on the day that a reminder is going out, but after the list was pulled, so they would not be included in that reminder email.

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Event Confirmation Email

By default, registrants will receive a confirmation message containing the event and sign up information.

Confirmation Email From: If you enter an email address, it will show as the sender's address on the confirmation email.

Send Confirmation Email(s) To All Attendees In Addition To Registration Contact: If this is checked, confirmation emails will go to the attendees and registrant. If this is unchecked, confirmation emails will continue to only go to the registrant.

Additional Text For Confirmation Message: There is a message that appears on the confirmation summary page and in the confirmation email. If you want to add to the default message or to the custom confirmation email template, enter it in the textbox. The drop down list allows you to choose a template to auto populate the textbox.

If you are using the custom confirmation email template then you must add the dynamic field [[CONFIRMATIONMESSAGE]] to the body of that template.

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