Creating and Scheduling Emails

Streamline your event communications with Medtribe's email function.

Create customised emails, segment your audience for targeted messaging, and schedule dispatch to suit your timeline, ensuring relevant and timely engagement with attendees.

You can:

• Create custom emails
• Filter who it is sent to based on session, ticket booked, and registration status.
• Decide when they get sent
• Set the email account recipients can reply to

Video: How to create and schedule emails

How to Create and Schedule Emails: A Step-By-Step Guide

Step 1: Navigate to "Emails" section

• Go to the Educator Tab and "Manage Event" for your chosen event
• Click "Emails"

Step 2: Click "Create Email"

Step 3: Decide the "Email Recipients"

• Choose who gets the email based on:
  • The Session

• The ticket type

• Their registration status
  • Applications are for those who have made applications to the event
  • Attendance allows you to send to people depending on their attendance status
  • Bookings allows you to send the email to everyone with a complete booking or a cancelled booking
  • Waitlist allows you to send to people on the waitlist

Example:

The below email will be sent to:

• Everyone who booked the Free Nurse and Free Doctor tickets, that have not cancelled, for the event sessions running on the 22/02 and 28/03

Step 4: Write the subject and email content

Step 5: Set a "Reply-to" email

• When emails are dispatched without utilising the reply-to setting, they are sent as "do not reply" messages.
• You have the option to set an email to which email recipients can reply to
• Click the box next to the "Set a Reply-To Email
• Enter the email and name of the person the recipient is replying to

Step 6: Sending the email

You have 2 options:

• Sending Now
• Scheduling the email to be sent in the future

Send Now:

• Click "Send Now"
• Once confirmed, the email will be sent immediately

Schedule has 2 options:

• To set a custom send time
  • Toggle the button on and choose the time and date you want to send the email

• To send the email according to the set conditions
  • Conditions are
    • Time- Minutes/Hours/Days
    • Before or After
    • When the session starts or the session ends

In this example, the email will be sent 5 hours before each session start time.

• Click "Save" and your email is scheduled and will be sent at the chosen time to the chosen recipients

Step 7: See the overview of the emails being sent from the "Emails" tab

• Sent emails will be green
• Scheduled will be yellow

Step 8: Editing an email

• Click the 3 verticle dots on the email you wish to edit
  • This allows you to duplicate the email, edit the email or delete the email (if it hasn't been sent)

• You can change any part of a scheduled email
• You can add a new scheduled session to an email that has been sent to other sessions
  • The sessions that have already been sent will be yellow

Conclusion

The email feature optimises event communication by allowing the creation of customised emails, audience segmentation for precise messaging, and flexible scheduling for timely delivery.

This ensures engagement with attendees is both relevant and prompt.