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

This guide explains how to create and manage text-based engagement emails. It will walk you through selecting recipients, setting up the email content, using dynamic codes to add personalized information, and choosing whether to send emails immediately or schedule them for later. Follow these steps to handle your text-based emails efficiently.

Step 1: Selecting Recipients

  • Choose the recipient type: Select whether you want 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 select "All groups" for broad communication.

Step 2: Setting Up the Email Content

  • Choose the email target type: Determine the type of email based on your strategy and objectives.
  • Enter the subject: Add a clear, engaging subject line.
  • Compose the email body: Write the main message of your email
  • Dynamic Codes: Use the following dynamic codes to automatically append relevant information within your email content. Dynamic codes personalize your message by including specific details for each recipient:
    • [name_event]  : shows the name of the current event
    • [name_person]  : shows the individual's name
    • [name_EM]  : shows Engagement Manager's name
    • [name_org]  : shows organisation name (only for branded events)
    • [name_type]  : shows other groups public names of recipient of email
    • [list_pending]  : shows a list of pending requests
    • [list_recommended]  : shows a list of recommendations
    • [xs]  : shows login URL
    • [xs_recom]  : shows login URL and direct to 'Requests Received
    • [xs_code]  : shows only passcode
    • [xs_faq]  : shows URL to FAQ

Step 3: Send the Email Immediately or Schedule It

  • You can choose whether you want to send your email immediately or schedule it for later
  • Follow the steps here.

Scheduling Emails

Step 1: Immediate or scheduled send options

    • Email can be sent immediately or scheduled ahead of time 
    • Choose "Send Later (once)" to schedule the email.
    • Once the sending parameters have been set (groups & email type)

Step 2: Select the date and time you want the email to be sent

    • Sent time and date
    • Click "Send to all"
    • You will see the preview of the email
    • Click "Let's Send"
    • Email has been scheduled 
    • For HTML emails you can select "Send later (weekly)" if you want that mail to be sent week by week

Scheduled Tab

This guide will help you effectively manage scheduled emails through the Scheduled tab, outlining best practices for reviewing and editing, rescheduling, or deleting emails. Additionally, it covers distinctions between text and HTML emails. The scheduled email process is a crucial part of your broader email engagement strategy, ensuring timely and relevant communication with your audience throughout the event.

Distinguishing Between Text and HTML Emails

On Sense, you can easily distinguish between text and HTML emails by checking the Text and HTML tags displayed alongside their respective dates. These tags help you identify the type of email and when it’s set to send, ensuring you can track and manage each type accordingly. To further clarify the distinction, please refer to the following screenshots:

Best Practices for Scheduled Email Review and Adjustment

  1. Regularly Review Scheduled Emails

    Regularly reviewing scheduled emails is essential to ensure everything is accurate and aligned with your goals. This review process involves checking the email content, timing, and recipient groups. High-impact emails, such as event reminders or important updates, should be double-checked to ensure they are scheduled at optimal times and contain accurate, relevant details. Regular reviews help prevent errors, ensure consistency, and optimize email performance based on factors such as audience engagement and activity patterns. This process ensures your emails are not only timely but also aligned with your overall engagement strategy and goals.


  2. Making Adjustments:

    • Content and Timing Adjustments:

      Updating content or changing the scheduled time is simple. Adjustments are often necessary to optimize engagement, as performance insights, audience behavior, or last-minute event changes may indicate a need for modification. By modifying email content and timing, you can better align the communication with the event’s objectives and respond to patterns in user behavior, ensuring the message reaches the audience at a time when they are most likely to engage.

    • Recipient Groups:

      If you need to adjust the recipient groups, you can delete the scheduled email and recreate it with the correct groups. Before deleting, be sure to copy the email content if needed. When recreating the email, paste the content and make any necessary adjustments to ensure it aligns with the updated recipient groups and communication goals.

      Important Note: During the email preview, double-check that any provided links are working correctly before clicking "Let's Send" to avoid errors in the final email delivery.

Editing the Scheduled Email

Step 1: Accessing Scheduled Emails

Navigate to the Scheduled Tab: Go to the Scheduled tab to see a list of your scheduled emails.

Step 2: Editing or Deleting Scheduled Emails

  • Edit Send Time and Date: Click "Edit" to adjust the email’s scheduled date and time.
    • Best Practice: Ensure your scheduled time aligns with audience availability or engagement patterns, especially if prior logs indicate optimal times.
    • Important Note: When scheduling emails, ensure the time is set using the event's timezone. For example, if the event is in Singapore, entering 10 AM will mean 10 AM SGT, as per the Web App Hub settings.

  • Delete Scheduled Emails: If an email no longer needs to be sent, click "Delete" to remove it from the queue.

    Be cautious when deleting emails, as once an email is deleted, it cannot be recovered. You will need to reschedule it from scratch, including reconfiguring the content, timing, and recipient groups. Deletion should only be done if absolutely necessary.

Last Mile Schedule Modification

  • Have full control to reschedule or delete scheduled emails from last mile process
  • Update design and wording information of scheduled email and email log page

Logs Tab

The "Logs" tab in Sense gives a detailed record of all engagement emails sent, providing information like send time, selected groups, email type, and open rate. These details not only allow you to track your emails but also help you evaluate engagement, identify patterns, and make decisions on follow-up actions to enhance communication.

Step 1: Viewing Email Logs

From Sense, you can go to "Tools", choose the "Email Courier" and you will find "Logs" there. All engagement emails sent through Jublia can be monitored in that "Logs" tab.

Step 2: Understanding Log Details

Each log entry includes:

  • Send Time and Date: Helps you confirm whether emails were sent at the optimal time for reaching your audience.
  • Selected Groups: Indicates which group(s) received the email, so you can review targeting and ensure the right messages reached the intended audience.
  • Email Type: Shows the type of email sent (e.g., announcement, reminder), helping you keep track of which types of messages engage best.
  • Open Rate: The number of recipients who opened the email out of the total number of email that you sent, serving as an indicator of interest and effectiveness.

Step 3: Interpreting and Using Log Data

Here’s how to interpret and act on the data:

  • Open Rate Insights: If open rates are low, consider adjusting the subject line, timing, target group, or email content to increase engagement in future emails. Evaluating and refining the message's clarity, relevance, and appeal can significantly improve its effectiveness.
  • Target Group Performance: Compare engagement across different groups to see which audiences respond best. This can inform future targeting and message tailoring.
  • Timing Analysis: Review when emails are sent and identify patterns in open rates related to specific days or times. If certain times yield better engagement, aim to schedule similar emails then.
  • Email Type Effectiveness: Check which email types (e.g., reminders vs. announcements) get the most interaction, and plan future communication accordingly.

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

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