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How do I send event-related emails and invitation?

Inside of Event Planner you can send two different types of emails. These are located near the bottom of the Event Planner page while editing an event.

   
Please click on one of the links for the steps to send an Invitation Email or regular Email.

New Invitation: Is a template email message that sends an invitation for the event to the selected recipients. The recipients will receive an email detailing the event along with an Attend or Decline link that takes them to the event registration form. This link is a special link, because the recipient do not have to login to ClubRunner. So if the member does not know their login information, they can still register or decline for the event.

New Email: This is your typical email, no template, no event information, just a blank email for you to enter what you would like.

  

Sending a New Invitation

Step 1: Select Recipients.

Select the recipients by clicking on the check mark boxes. You could expand the lists by clicking on the blue plus buttons. You can select individual members, or choose to send messages to everyone in a given list. There are several different groups you can choose from.

By Status - Undecided members or Uninvited members.

Active and Honorary Members - This displays the active and honorary members list.

Other Users - This displays the other users list.

Inactive Members - This displays the inactive members list.

Custom Distribution Lists - A list of the custom distribution lists.

Contact Groups - This displays a list of contact groups from the contacts area.

In this case, we have selected to send our email to all the active and honorary members of the club.


  

Step 2: Enter your email subject and message.

This is where event chair designs the invitation. Even though the invitation pre-loads a template, it is customizable meaning you can add or delete the content within the editor.

 

1. The Select Template fields lets you be able to choose from pre-made templates which a member/members created. We recommend to use the default template found in the body of the email below.

  

2. Subject – This is where the event chair would enter a subject for the event invitation. This is a required field.

   

3. Insert Mail Merge Fields - Overview.

Recipient: This drop down field is used for the event chair to identify the recipient and inserts the information into the body of the invitation. For example: if the event chair selects Recipient First Name, the text $FIRST_NAME$ will get inserted into the body of the invitation. When the recipient receives the email it displays the recipient's 's name instead of $FIRST_NAME$.




 
Sender: This drop down field is used for the Event Chair to identify the sender and inserts that information into the body of the invitation. For example: if the event chair selects Sender First Name, the text $SENDER_FIRST_NAME$ will get inserted into the body of the invitation. When the recipient receives the email it displays the sender's 's name instead of $SENDER_FIRST_NAME$.


 
Account: This drop down field is used to display the club name. The information here is pulled from the Edit Club Info & Settings which can be found under the Administrator section in the Admin page


Event Planner: This drop down field is used for the Event Chair to insert information about the event into the body of the invitation. For example: if the event chair selects Event Name, the text $EVENT_NAME$ will get inserted into the body of the invitation. When the recipient receives the email it displays the event's name instead of $EVENT_NAME$


  

4. To insert a mail merge field, simply put your mouse cursor in the area in the editor where you would like the merge fields to appear. Then click the Add button.

 

Step 3 (Optional): Upload attachments to your email.

If you would like to add an attachment to the invitation, simply click on the Select Files for Upload button and search on your computer for the file that you would like to attach.

Note: The maximum limit is 6 MB

 

Step 4: Choose your email options and send.

There are two available options before sending an invitation:

Send a list of recipients as an attachment: This will send a list of all of the recipients as an attachment.

Copy me on this email: This will add the sender to the CC (carbon copy) list. 

 

Step 5: Choose when to send the email.

There are two options of when you can send the email.

Send right now - This send the email right away.

Schedule - This lets you select the time and date of when the email will be sent.

  

Near the bottom right gives three options to send or to save the email:

Save as Draft: This will save the email invitation (including all changes that you made) as a draft for you to complete later. You will see your draft email under the Emails section in the event.

Send Test Email To Myself Only: This will send an test email to you to review. Since this is a test email, the mail merge fields in Step 2 will not appear.

Send: This will send the email to the selected recipients.

 

 

Sending an Email

Step 1: Select Recipients.

Select the recipients by clicking on the check mark boxes. You could expand the lists by clicking on the blue plus buttons. You can select individual members, or choose to send messages to everyone in a given list. There are several different groups you can choose from.

By Status - Undecided or Uninvited, active or other members.

Active and Honorary Members - Active and honorary members list.

Other Users - The other users list.

Inactive Members - The inactive members list.

Custom Distribution Lists - A list of the custom distribution lists.

Contact Groups - A list of contact groups from the contacts area.

In this case, we have selected to send our email to all the active and honorary members of the club.


 

Step 2: Enter your email subject and message.

This is where you write the email.

 

1. The Select Template fields lets you be able to choose from pre-made templates which a member/members created.

  

2. Subject – This is where the event chair would enter a subject for the event email. This is a required field.

   

3. Insert Mail Merge Fields - Overview.

Recipient: This drop down field is used for the event chair to identify the recipient and inserts the information into the body of the email. For example: if the event chair selects Recipient First Name, the text $FIRST_NAME$ will get inserted into the body of the email. When the recipient receives the email it displays the recipient's 's name instead of $FIRST_NAME$.




 
Sender: This drop down field is used for the Event Chair to identify the sender and inserts that information into the body of the email. For example: if the event chair selects Sender First Name, the text $SENDER_FIRST_NAME$ will get inserted into the body of the email. When the recipient receives the email it displays the sender's 's name instead of $SENDER_FIRST_NAME$.


 
Account: This drop down field is used to display the club name. The information here is pulled from the Edit Club Info & Settings which can be found under the Administrator section in the Admin page


Event Planner: This drop down field is used for the Event Chair to insert information about the event into the body of the email. For example: if the event chair selects Event Name, the text $EVENT_NAME$ will get inserted into the body of the email. When the recipient receives the email it displays the event's name instead of $EVENT_NAME$


  

4. To insert a mail merge field, simply put your mouse cursor in the area in the editor where you would like the merge fields to appear. Then click the Add button.

 

Step 3 (Optional): Upload attachments to your email.

If you would like to add an attachment to the email, simply click on the Select Files for Upload button and search on your computer for the file that you would like to attach.

Note: The maximum limit is 6 MB

 

Step 4: Choose your email options and send.

There are two available options before sending an email:

Send a list of recipients as an attachment: This will send a list of all of the recipients as an attachment.

Copy me on this email: This will add the sender to the CC (carbon copy) list. 

 

Step 5: Choose when to send the email.

There are two options of when you can send the email.

Send right now - This send the email right away.

Schedule - This lets you select the time and date of when the email will be sent.

  

Near the bottom right gives three options to send or to save the email:

Save as Draft: This will save the email (including all changes that you made) as a draft for you to complete later. You will see your Draft email under the Emails section in the event.

Send Test Email To Myself Only: This will send an test email to you to review. Since this is a test email, the mail merge fields in Step 2 will not appear.

Send: This will send the email to the selected recipients.

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  1. Pieter van Hiel

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