Sending A Reminder

A Reminder can be used to remind Attendees (everyone who has registered) about your upcoming event. You can choose to send a Reminder via email or SMS. This article is a guide to the former. Click here to find out how to send an SMS. 

First, always make sure that you are within the correct Event Workspace. You can check by looking at your event name in the Event Menu. Head over to the Communication Channel Control Panel by clicking Event Solutions > Communication Channel in your Event Menu. 

You can only start composing emails after setting up your communication channel!

Before composing a reminder, make sure that you have Attendees listed in the Attendee List. You can do so by clicking the ‘Manage Attendees’ widget under Manage. If you are using our Registration Website Solution, guests who have signed up via your event website will automatically be added to that list. If not, find out how to add and manage your Attendees here.  

Once everything is in order, click on the ‘<’ button on the left of the Page Title Bar to head back to the Communication Channel Control Panel. Then, click on the ‘Reminder’ widget to compose your letter. You will be asked to choose between sending the reminder as an email or an SMS, click ‘Email’ to proceed. 

Under ‘Send To’, select who you want this email to be sent to. You can send it to everyone listed in your Attendee List by checking the box labelled ‘All Attendees’, or only to Attendees from certain Ticket Class(es) by checking the respective boxes.

You can also send it to any selected individuals in your Attendee List. To do so, check the box labelled ‘Individuals’ and then select their names from the dropdown menu. To remove a selected individual, click on the ‘X’ beside their name in the pill button above the dropdown menu. 

Based on your selection, the number of selected recipients will be reflected on the top right of this widget. 

Under ‘Subject’, key in your email subject in the field provided. 

If you have any files to attach, feel free to do so under ‘Attachment’. 

Logo (Optional)

Add your event or company logo by clicking the ‘+ Logo’ button. A logo element will be added to your email, click on it to make customizations. The default logo used is the Onlive logo. Click on the blue ‘X’ to remove our branding before clicking on the blue box with ‘+ Add Image’ to upload your logo. To change an uploaded logo, simply repeat those steps.

Recommended size: Max Height 200px 

Supported formats: jpg, png, gif

Once that is done, you can choose to have your logo placed on the left or at the center. You can also change the fill colour of the logo element by typing in a colour code (i.e. #FFFFFF), or by using the colour picker. 

Banner (Optional)   

If you have an event banner, you can add it to your email too. Click ‘+ Banner’ to introduce a banner element, then click on it to make customizations. You will find that a placeholder image has been added. Click on the blue ‘X’ at the top right of the image to remove it, then click ‘+ Add Image’ in the blue box to upload your own banner.

Recommended size: 1200px wide

Supported formats: jpg, png, gif 

Body

You have to give your email a body before you can place text, images, and buttons in it. Click on ‘+ Body’ to do so. Feel free to change its fill colour too.

Textbox

To add text into your email, click ‘+ Textbox’ to insert a textbox element. Click on the added element to replace the lorem ipsum and to make styling customizations. You can add as many textboxes as you like.

Image (Optional) 

To add images, click ‘+ Image’ to introduce an image element. Click on the image element to replace the image by clicking the blue ‘X’ and uploading your desired picture. You can add as many images as you like, but note that adding too many images in an email increases the likelihood of it being flagged as spam by mail servers!

Recommended size: 1200px wide

Supported formats: jpg, png, gif

Calendar Link (Optional)  

Include an ICS attachment and calendar links so that your guests can easily save your event date to their calendars. You can do so by clicking the ‘+ Calendar Link’ button. Click on the calendar element to customize how the link will look like in your email.

QR Code (Optional, tied with QR Code Check-in)

This element only works if the QR Code Check-in option under our Attendance Checker is enabled. Once that function is enabled, the QR code element can then be added by clicking the ‘+ QR Code’ button. The element which you see after clicking the button is just a placeholder. In the actual email that will be sent out, each registered guest will receive their own unique code which they can then use to check themselves in on the event day.

Booking Summary (Optional)

By clicking the ‘+ Booking Summary’ button, you can add your guests’ Form responses to the email. Click on the generated placeholder element to customize how the summary table will look like.

Edit Booking Button (Optional)

If you would like to allow guests to edit their Form responses after they have submitted the registration Form, you can include an Edit Booking Button by clicking ‘+ Edit Booking Button’. You can set a closing date for this function by clicking on the element after adding it. You will also be able to style the button however you want it to look.

Transfer Button (Optional)  

Adding a Transfer Button will allow your registered guests to transfer their ticket to anyone of their choice. To complete the transfer of tickets, the new guests will then have to edit their booking particulars. If you would like to enable this, click the ‘+ Transfer Button’ to add the element to your email. Click on it to add a transfer-by date for this function and to style it up.

Unregister Button (Optional)

Click on the ‘+ Unregister Button’ to allow guests to withdraw their registration from your event. You can customize the look of the button by clicking on it. However, take note that guests who have bought tickets will be offered an automated full refund if they click on this button. Use at risk!

Spacer 

Adds space between your buttons if needed!

Magic Link (Optional)

The Magic Link button will allow guests to log directly into the virtual event app by simply clicking the button! Each guests magic link is unique to them and once they have set their own password it will no longer work (they would need to login via the event URL with their email, set password). If you need to resend a magic link to a guest who cannot login (for example) you can do so by going to your event workspace, select Reports, then Virtual Platform. Go to Attendees tab, then click on the kebab menu to copy the magic link for that specific person.

Saving A Draft

Sometimes we might need to shelf an email aside and come back to it another time. To do this, click ‘Save’ and give this draft a name before exiting. Your draft will be saved under the 'Templates' section in the Communication Channel Control Panel.  

Whenever you’d like to continue working on your draft, simply click on the pen icon to edit it.   

Sending Your Email

Once you are happy with your creation, simply click ‘Send’ to send it out! Your email will be added under the Communication Log in the Communication Reports where its status should show either ‘Delivered’ or 'Bounced'.

Scheduling Your Email   

To send out your email at a later date or time, click on the clock icon beside the ‘Send’ button. A popup will appear where you can set the timezone, date, and time whereby you’d like the email to be sent. Click ‘Schedule’ once you are done. Your email will be added under the 'Scheduled Messages' section in the Communication Channel Control Panel until it is time for it to be sent.    

You can still delete your scheduled email before it has been sent out. To do so, simply click on the trashcan icon!