Creating a custom email

Email is an easy way to communicate with your attendees about the details of your event. This guide explains how to create and schedule a custom email.

Creating a custom email

To create a new custom email:

1. Go to Event Dashboard > Marketing > Emails > Custom emails.
2. Click Create email.
   
   
   
3. In the Email editor, under Audience selection, specify your audience. You will see how many registrants will receive the email based on your selection.
   • In the Audience drop-down, choose a group based on the registration and attendance status:
     • All Registered
     • All Attended
     • Did Not Attend
     • All Pending Registration: this group includes the users who have been sent a Magic Link invite but haven't accepted it yet to get registered for the event.
   • In the Ticket type drop-down, choose a group based on the ticket type. 
   Note: You cannot email individual attendees at this time.
4. Under Email Editor, enter the Template name (internal), Subject, and add a Pre-Header.
5. Under Body, use the toolbar and adjust the text to customize your email.
6. In the Preview on the right side, ensure your email looks good and is ready to be sent. Select an Organizer and a ticket type for which you want to preview the email.
   Note: Every custom email has an uneditable footer, which includes essential components such as terms and conditions and an option for recipients to unsubscribe from all communications. This ensures compliance with privacy laws.
   
   
   
7. To send a test email, click Send test email. In the pop-up, you can select which organizer you'd like to send the email to. Once ready, click Send test email.
   
   
   
8. To send out your email now, click Send email.
   ✔ In the new pop-up, review the details of your email. Once ready, click Send email.
   
   
   
9. To schedule your email for later, click the Arrow icon and click Send later.
   • In the Schedule email window, select the time, date, and time zone and click Save.
     Note: The scheduled time cannot be in the next 15 mins.
     
     
     
   • In the new pop-up, review the details of your email. Once ready, click Schedule email.
     

Customizing emails

There are two main ways to customize emails: by building it in the RingCentral Events email editor or by copy-pasting an HTML code of the email built externally.

The email body editor offers formatting options for customizing your email text directly. If you are proficient in HTML and CSS, click Source to access the email code for more advanced customization. Here, you can also add the HTML code exported from another platform.

We support a template language in the email editor, which allows you to insert custom variables into your email templates.

Managing custom emails

Go to Event Dashboard > Marketing > Emails > Custom emails to review the list of your emails with the selected audience and status.

Email statuses

The emails can have the following statuses:

• Draft: The email is created and is ready to be sent or scheduled. 
• Scheduled: The email is scheduled for the mentioned date and time.
• Sent: The email was sent on the mentioned date and time.

Email actions

Click the Menu icon ••• to perform further actions, such as:

• Edit the email before it's sent out.
  
  Note: Editing an email is not possible within 15 minutes before the scheduled time.
• Cancel schedule for your email (applies to scheduled emails only). The email will be saved as a draft.
• Duplicate the email. 
• Delete the email.

Email analytics

Once sent, each email displays delivery and open rates. Click on the selected progress bar to open a table with the list of all recipients and their delivery or open date & time and status. Click Download report to download a CSV file with a detailed log of all recipients. 

• Delivery rate is the percentage of emails accepted by the recipient's mail server. 
• Open rate is the percentage of emails opened by the recipient.
  Note: Open rate is tracked using a small, transparent, one-pixel image inserted at the bottom of all emails. Since not all email clients load images by default, there may be instances where recipients open an email and even click on a link, but it won’t be counted as an open. Apple Mail, Google Gmail, Microsoft Outlook, and Mozilla Thunderbird are known to block images from loading automatically by default.