Skip to content Skip to main navigation Skip to footer
Events Help

Help Articles for the BAFTA Events Management System

How to Set Up Branch Email Templates

The BAFTA Events platform offers a variety of Email Templates that Admins can configure on a per Branch basis and use to distribute communications to end Users.

The templates account for a range of scenarios that may occur and are either automatically triggered based on a User’s action, based on time or manually sent by an Admin.

Admins are able to format/brand/style the templates using a WYSIWYG editor (with optional HTML view) and set different parameters such as delivery priority. Additionally, it is possible to utilise the BCC option when defining a template to send Admin-only emails, that inform Admins an action has been taken.

How to Define a New Email Template

Email templates must first be ‘defined’ before they can be utilised within the system.

  1. Select Admin from the header tabs.
  2. Select Email Templates from the drop-down menu.
  3. Navigate to the ‘Define New Template’ section, at the bottom of the page.
  4. Select from the following drop-down lists:

Type – select the respective email template from the drop-down list. These options relate to the email trigger.

Branch – select which Branch to create the email template in. If a User takes an action that relates to an Event in the respective Branch, they will receive this template.

5. Select the Add button to proceed.

6. Input the following details:

Enabled – select whether to enable the email template via the drop-down list. Note, an email can only be sent if the template is enabled.

Include Standard Header & Footer – select whether to add the Branch’s standard header & footer to the email template. If a non-BAFTA User, please select No.

Add Emails to Queue in this State – define the email state as either ‘New’ or ‘On Hold’. Email templates set as New will be sent, On Hold emails will be held in the email queue until deleted or manually released.

Delivery Priority – select the delivery priority from the drop-down list: Low, Medium or High. Having a variety of delivery priorities can assist in reducing an organisation’s spam rate.

From Name – input the name to be displayed as the email sender e.g. BAFTA Events.

From Email – input the email address for the email to be sent from e.g. events@bafta.org.

BCC – input email addresses to be bcc’d in the email delivery. Use semi colons to separate and add additional emails.

Send to BCC Only – tick the checkbox if the email template should only be sent to the bcc list, not the main recipients.

Subject – input the email template’s subject heading. This will be displayed to all recipients in their inboxes.

Content – input copy into the email template’s content or body. Make sure to utilise the special values and WYSIWYG editor to format accordingly.

Tip – Email special values can populate the template with specific data. For instance, event title or venue name. Review the list of available email special values under the Content box and wrap the value in @@’s to pull in the text.

Note – Emails will not send if they are not Enabled, set to On Hold or marked as ‘Disabled’ on the Email Template Type List page. If an email template is flagged as ‘Disabled’ this means it is missing a subject or content.

7. Review, and ensure to Save.

  1. Select the Preview button at the bottom of the page to view how the Email Template will appear.

Note – If an Email Template has not been defined for a specific Branch, the system will use the ‘Default’ template. It’s advisable to populate the Default template and use a neutral tone of voice.

Once the Email Template has been created and defined, it will be displayed on the Email Template Type List page. From here, the following can also be actioned –

  • Email Log / Queue – navigates to the Email Queue.

How to Edit and Delete Email Templates

Email copy and parameters can often need updating and reviewing. Follow these steps –

  1. Select Admin from the header tabs.
  2. Select Email Templates from the drop-down menu.
  3. Select Edit in the right hand column of the table. Ensure to select the correct branch or default template.
  4. Update the relevant fields.
  5. Review, and ensure to Save & Close.

If an Email Template is no longer relevant or required, follow these steps to delete:

  1. Select Admin from the header tabs.
  2. Select Email Templates from the drop-down menu.
  3. Navigate to the Actions Menu on the left hand side of the table.
  4. Select Delete from the drop-down menu.
  5. Confirm the deletion by typing ‘I Am Sure’ to permanently remove the Email Template. The template cannot be retrieved once deleted.