Email Courier: Managing Engagement Emails

Effectively managing engagement emails is essential for keeping event participants informed, encouraging interactions, and maximizing the value they gain from your event. The Email Courier allows you to customize messages, schedule them strategically, and target specific groups.

Through the following sections, you will learn how to manage engagement emails in the Email Courier, including targeting, customizing, scheduling, and tracking email campaigns:

Text Tab
HTML Tab
Scheduled Tab
Logs Tab

Text Tab

The Text Tab allows you to create and manage text-based engagement emails. Below are the steps to manage your text-based emails efficiently.

Step 1: Selecting Recipients

Choose the recipient type: Select whether to send the email to "All," "New," or "Existing" users.
Choose the target group: Use the drop-down menu to select specific target groups, or choose "All groups" for broad communication.

Step 2: Setting Up the Email Content

Choose the email target type: Determine the email's purpose based on your strategy.
Enter the subject: Add a clear, engaging subject line.
Compose the email body: Write the main message of your email.

Dynamic Codes

Use these dynamic codes to personalize your email content:

[name_event]: Displays the event name.
[name_person]: Displays the recipient's name.
[name_EM]: Displays the Engagement Manager’s name.
[name_org]: Displays the organization name (for branded events).
[name_type]: Displays public names of recipient groups.
[list_pending]: Displays pending requests.
[list_recommended]: Displays recommendations.
[xs]: Displays the login URL.
[xs_recom]: Displays the login URL directing to 'Requests Received.'
[xs_code]: Displays only the passcode.
[xs_faq]: Displays the FAQ URL.

Step 3: Send the Email Immediately or Schedule It

You can either:

Send Immediately: Click "Send" to send the email instantly.
Schedule for Later: Select "Send Later" and choose the preferred time and date for delivery.

Scheduling Emails

Step 1: Immediate or Scheduled Send

You can schedule an email to be sent immediately or at a later time.

Send Later (once): Choose this option to schedule the email for later.
Weekly Emails: For HTML emails, you can select “Send Later (weekly)” to send emails on a recurring weekly basis.

Step 2: Set Date and Time

Choose the date and time when you want the email to be sent.
Preview the Email: A preview will appear, allowing you to review the content.
Confirm and Send: Once satisfied, click “Let's Send” to schedule.

Scheduled Tab

The Scheduled Tab helps you manage all your scheduled emails. You can review, reschedule, or delete emails, ensuring your communication remains timely and relevant.

Distinguishing Between Text and HTML Emails

You can easily distinguish between text and HTML emails by the Text and HTML tags beside the scheduled date.

Best Practices for Scheduled Email Review

Regular Review: Regularly review your scheduled emails to ensure accuracy.
Adjust Content & Timing: Modify content or timing based on audience behavior or event changes.
Recipient Groups: If you need to adjust recipient groups, recreate the email with the correct groups and content.

Editing and Deleting Scheduled Emails

Edit: Click “Edit” to modify the scheduled date, time, or content.

Delete: If the email is no longer needed, click "Delete" to remove it from the queue. Deleting is permanent, so ensure you have made a backup before proceeding.

Logs Tab

The Logs Tab provides a detailed record of all engagement emails sent, helping you track performance and refine your strategy.

Step 1: Viewing Email Logs

Navigate to "Tools" > "Email Courier" > "Logs" to view your email logs.

Step 2: Understanding Log Details

Each log entry contains:

Send Time & Date: Confirm if emails were sent at the optimal time.
Selected Groups: Review the target groups to ensure accuracy.
Email Type: Indicates whether the email was an announcement, reminder, etc.
Open Rate: Shows how many recipients opened the email.

Step 3: Interpreting and Using Log Data

Open Rate Insights: If open rates are low, adjust the subject line, timing, or content to improve engagement.
Recipient Group Performance: Compare engagement across groups to optimize future campaigns.
Timing Analysis: Analyze which times yield better engagement for future scheduling.
Email Type Effectiveness: Assess which email types (e.g., reminders, announcements) generate the most interaction.

If you want to read related information, here are some suggested reads: