How to Create an Email to all Bookers in an Event Based on Criteria
How to Use the Bulk Mailout
The Bulk Mailout feature enables Admins to send or schedule a custom email to event Bookers. This can either be to a specific segment of Bookers i.e. those who have not provided their guest names, or simply to everyone who has booked.
This feature offers Admins the ability to do ‘Customer Segmentation’, which is the process of organising customers into specific groups based on shared characteristics or preferences, with the aim of delivering more relevant experiences.
Emails can be scheduled to send on a specific date and time, enabling Admins to prepare communications in advance. Any new customers who match the specific criteria pulled will be automatically added to the email list before sending.
How to Send a Bulk Mailout
Using the Bulk Mailout feature consists of selecting the relevant criteria, writing the email and reviewing the customer list pulled.
- Select ‘Events’ from the header tabs.
- Navigate to the event to contact bookers from.
- Hover over the Action Menu on the left hand column.
- Select ‘Bulk Email’ from the drop-down list.
- Begin creating the segment, taking the following into account:
Mode – select if the mailout should be live or a test.
Detail – name the mailout for internal reference later.
Template – select a template.
Ticket Type Booked – select which Ticket Types to pull into the segment.
User Type Booked – select which User Types to pull into the segment.
Attendance – select what attendance status to pull into the segment.
Booking Status – select what booking status to pull into the segment.
Extra Ticket Data – select what extra ticket data to pull into the segment. Additionally, Admins can select to segment by what data has not been inputted.
Number of Tickets Booked – select the minimum and maximum number of tickets booked.
Discount Code – select the discount status to pull into the segment.
6. Input the email copy and outline the parameters:
Email Subject – write the subject line of the email. This is what will be sent to the recipients.
Email Body Text – write the body of the email, ensuring to be mindful of the formatting. This is what will be sent to the recipients.
Don’t Send Until – input the date and time to schedule the email to send, or leave blank to send as soon as possible.
Repeat – select a frequency with which to resend the email, or select ‘Do Not Repeat’ to only send once.
Send Notification To – input any emails to be notified when the email job is processed.
Send If No Recipients – select if the notification email should be sent if there are no recipients.
Initial Email Status – select to place the email job ‘On Hold’, until they are manually released.
7. Review the criteria and click ‘Next’.
8. Review the Booker segment and check for any anomalies. Please note, if the email job is scheduled to send in the future, new users will be periodically added if a booking is made and matches the criteria set.
9. Click ‘Send Email’.
10. View the scheduled email jobs – including information such as Name, Created By, Created At, Process At, Send At and Status.
11. To edit or delete scheduled email jobs, select ‘Edit’ or ‘Delete’ from the drop-down Actions Menu in the left hand column.
Note – to view your scheduled email jobs again: System > Event Mailout.
Please note –
- Ensure to read the help points when selecting the segmentation criteria.
- The Bulk Mailout feature can be used on upcoming events or within 48 hours of an expired event.
- The segment will update in real time, to include new bookers that match your criteria.
- Admins will be emailed before a job is scheduled to send, as a reminder in case any requirements have changed.