Overview

Send is a powerful and multi-faceted part of Event creation in Eventene. Send automates the task of sending emails to invite people to your event, ask questions of your participants, send event updates, send out roles and place assignments, and send payment reminders. These options let you easily communicate with the People in your Event. Incidentally, if you if you don’t have any need to send messages or track responses within your particular event, you can skip the Send and Track features and explore the Assign section. 


Send uses email as the medium for sending messages to your event participants. When you first click on the Send menu, you'll see a Sends List table, similar to a Sent Mail folder that you have for your personal email. The table contains a listing of previously sent messages for the event, as well as any messages that are scheduled to be sent on a later date. Messages that have not yet been sent yet appear as "Draft". 


Sends List

The Sends List table lists all send activity for an Event. Eventene logs previously sent messages, as well as listing work-in-progress "Draft" messages and any messages scheduled to be sent in the future (using "Send On", described below). The table also shows the number of recipients for each message, as well as the Message Type (Questions, Assignments, Update, or Payment Reminder) and which User on the Account created the message. 


For new Events, the Sends List will be empty. To create a new Send Message, click the green button "+ New Send", as shown in the following screenshot.


After sending a few messages, the Sends List will show your activity, similar to the following example. 


Actions

You can perform several actions with each item in the Sends List, according to its type. Note, simply clicking on any item (row) will perform the View action directly.

  • Sent- messages that have been sent out to event participants
    • View - review the message details, recipients and message content
    • Resend - start a new message with the same options and message as a previously sent one
  • Draft- messages that have been composed but not yet sent
    • View - review the message details, recipients and message content
    • Edit - resume editing a message and prepare it for sending
    • Delete - remove the message from the Sends List
  • Scheduled- messages that have been approved and are scheduled to send at a later date
    • View - review the message details, recipients and message content
    • Edit - resume editing a message and prepare it for sending
    • Make Draft - convert a scheduled message into a draft message
    • Send Now - ignore the scheduled send date and send the message immediately
    • Delete - remove the message from the Sends List


To create a new Send message, press the "+ New Send" button. This action initiates a 3-step sequence to create and send a new message. The steps are 

  1. Select Recipients - determine who you message will receive your message
  2. Compose - configure the email options and compose the message
  3. Review & Send - preview the final email message and formatting, review the send options, and send it


If you reach the Compose step but do not send the message, your message will be saved as a "Draft" in the Sends List table. To send a Draft message, simply edit it and complete the final Review & Send step.


Sending a Message

Step 1 - Select Recipients

The first step when composing a new Send message is to select who will receive it. The Recipients List table will show all of the Groups that are used in your Event, as shown in the following screenshot. You can select an entire Group by clicking on the circled "check" icon on the left of each row. If you'd prefer to select individual people, you can instead start by clicking the row, and then selecting the people manually in the side panel.



The following screenshot shows an example of selecting the entire Group. Press "Compose" to move to step 2.


The following screenshot shows an example of selecting individual recipients manually in the side panel. After selecting individuals, press "Save" to confirm your selection, then press "Compose" to move to step 2.


Step 2 - Compose

The next step involves setting the various send options for your message, as well as composing the message itself. There are 3 steps to Compose:

  1. Set the Message Type
  2. Enter the Subject text
  3. Compose the Message


Message Type

When you create a new Send message, you can select the type between Questions, Assignments, Updates and Payment Reminders. You can type in any message you like The type choice affects what kind of button the user will see in their email message, and what happens when they click it. For example, to send out the initial invitation to an event, you would choose Questions type. Your invitees would then read your invitation message and press the "Respond" button to RSVP. Sending an update message (e.g. "We are starting 30 minutes later due to rain."), you would choose "Update" type. Your invitees would then see the button as "View" to read the event details.


Questions

Selecting Questions will direct the message recipients to answer RSVP and Survey Questions for the current Event. For example, you can use Send Questions to ask all the drivers in the Activity “Carpool” how many people their car can hold. You could also use Send Questions to ask about meal preference, date availability, attendance, or participants’ home addresses. Regardless of what you wish to ask, you will build out questions in the Event and Activity edit menus. Send Questions simply allows you to prompt invitees to respond to these existing questions. 


The following example shows the organizer preparing to send out invitations for a Dinner Banquet using the Questions message type.


Assignments

After completing the Assign stage, you may want to alert attendees that assignments are available. Send allows you to easily direct participants or contacts to their respective assignments. The email sent to recipients will direct them to view assignments for the current Event.


Update

You can also select Send to reach your Event attendees with updates or notifications about the Event. Suppose the time of an Activity is pushed back by an hour or you need to tell everyone that the Event is cancelled. Send Update allows you to quickly reach all of your participants with that information. 


Payment Reminders

Payment reminders allow you to notify invitees that there are Products associate with the Event that are available for purchase. Selecting this message type will change the button in the email to "Review and Pay" and direct invitees to the Checkout step where they can review their product choices, adjust quantities, and enter payment info. Note: the Payment Reminders message type only appears in Events that contain at least one Payment item.


Once you have composed your message, click "Review" to proceed to the final step or "Recipients" to return to the first step. If you wish to see how your email will appear to recipients, click the "Preview Email" button at the top of the page.


Step 3 - Review & Send

The final step in the Send process is Review & Send. After completing this step, you will send emails to all the selected recipients. Sending messages out to many recipients should be done with caution to avoid sending errant emails. Be sure to preview your emails before sending them out using the Preview Email button. You can also test the email by sending it to yourself with the “Send a Test” button on that same page.


The page consists of the following elements.


Review Your Selections

In the first section, you can confirm the number of recipients who you will receive your email message (Total Recipients), along with the Message Type and Subject of your email.


Sending Options

In the second section, you can confirm the sending options, including when the email will be sent (now or scheduled for a later date), the number of actual emails that will be sent, who the message will appear to be "From" and which email address will be used when the recipients press "Reply To" in their email apps. 


Here's a screenshot showing a sample Review and Send page. 


When all aspects of your message are finalized, press "Send" to commence the sending of your emails! You can then go to the Track tab to begin viewing results and responses.


Tracking

While Track is a separate tab from Send within an Event, the two are directly linked. Once you have sent emails to your invitees, you can use the Track feature to see both high-level and individual responses. Track will display information such as how many recipients have opened an email, how many emails have bounced, and how many recipients have selected “unsubscribe.”


You can view this information for the overall Event or for any specific Activity. Tracking can also be used to view individual responses, send out reminders, and see a summary of question responses.