Emailing attendees

An easy way to communicate with your attendees about the details of your event is via email. In addition to disabling and customizing automated event emails, you can send custom emails including the following functionalities:

• Creating and saving multiple emails
• Managing existing email and its statuses
• Duplicating and reusing previously created emails
• A well-structured workflow with individual editing, previewing, testing and sending steps
• Emailing different ticket and attendance groups
• Scheduling emails for a later time/date. 

This guide explains how to create and schedule a custom email, as well as manage existing emails.  

Creating a custom email

To create a new custom email:

1. Go to Event Dashboard > Marketing > Email Attendees.
2. Click Create email.
   
   
   
3. In the Email editor, under Audience selection, specify your audience. Based on your selection, you will see how many attendees will receive the email.
   • In the Audience drop-down, choose a group based on the registration and attendance status:
     • Registered
     • Attended
     • Did not attend
     • 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 details, 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. Once the email is ready, click Save and preview to proceed to the next step.
   
   Tip: Alternatively, exit the editor by clicking the Cross icon at the top left if you want to finish editing another time. Any changes you make to the email will be autosaved. 
7. In the Preview page, ensure your email looks good and it is ready to be sent.
   
   Note: Every custom email has an uneditable footer, which includes essential components such as terms and conditions, as well as an option for recipients to unsubscribe from all communications. This ensures compliance with privacy laws.
   
   
   
8. Under Preview email to, select an attendee you want to preview the email as.
   The text will update with the selected user name.
9. Click Send test email to send a test email. In the pop-up, select which organizer you'd like to receive an email as and specify a Send to email address of your choice. Once ready, click Send test email.
   
   
   
10. 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.
    
    
    
11. 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.
      
      
      
    • Now, click Schedule email (custom date/time).
      Alternatively, click the Arrow icon to Cancel scheduling or Change date and time.
      
      
      
    • 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 various 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.

In the email editor, we support a template language to enable you to insert custom variables into your email templates.

Managing existing emails

Go to Event Dashboard > Marketing > Email Attendees to review the list of your emails with the selected audience and status. The emails can have the following statuses:

• Draft: The email is created and is ready to be scheduled. 
• Scheduled: The email is scheduled for the mentioned date and time.
• Sent: The email has been sent at the mentioned date and time.

To manage an existing email, you can hover over the listing and use the following options:

• Click the Pencil icon to edit the email.
  
  Note: Editing an email is not possible within 15 minutes before the scheduled time.
• Click the Send icon to preview + send the email (applies to draft emails only).
• Click the Eye icon to review the sent email (applies to sent emails only).
• Click the Calendar icon to cancel the schedule for your email (applies to scheduled emails only).
• Click the Copy icon to duplicate the email. 
• Click the Bin icon to delete the email.