Use the EventHub platform's built-in email tool to send emails to registered users.
<tips>When should I create new emails?
- When invitation emails have gone out but, users still need to log in.
- To encourage participants to finish setting up their profiles and start networking before your event.
- As reminders to your registrants on the days leading up to your event.</tips>
1. How to Create a New Email
Navigate to the event management page's [Email]>[Send Email] tab. Enter the email subject and message.
Select your recipients from the options in the [Send to...] field. Select from the [Email Settings] to save it as a draft, send it immediately, or schedule it to be sent later. See the tables below for further details.
Click [Done] when finished.
Send to...
| Email Recipients | Description |
| All | All EventHub users who are registered for the event *Users must have completed their password setup (as required) |
| Attendees only | Users who are registered as attendees |
| Exhibitors only | Users who are registered as exhibitors |
| Users who have not signed in | - Users who have not yet logged in to EventHub - Users who were registered via Excel upload and were sent a password setup email but have not yet set their password - Users who completed a registration form but have not accessed the event page yet |
| Users who have unread requests | Users who have received a meeting request from another participant but have not opened the [Messages] panel on the event page |
| Search filter | All users contained in the selected filter *Filters must first be configured via [Attendees]/[Exhibitors]>[User List]>[Set Filter Criteria]>[Apply]>[Save Filter] |
| Custom | Specific registered user email addresses Enter each address on a new line, up to a max of 100. |
| Email Settings | Description |
| Save as Draft | Drafts are saved to the [Email]>[Drafts] tab, from which you can edit, delete, and send the emails. You can enter an optional memo for reference. |
| Send Now | The email gets sent immediately and is saved in the [Email]>[Scheduled/Sent] tab. |
| Send Later | Schedule a date and time for the EventHub platform to send the email automatically. You can edit scheduled emails until they are sent. To delete a scheduled email, edit and save it as a draft. Then delete it from the [Drafts] tab. |
2. Email Variables
Insert variables denoted by double percentage marks (%%) into your email [Subject] and [Message] fields to automatically populate the data for those variables when the email is sent. Use email variables to quickly and flexibly draft content for various situations. See the following article for additional information: Email Variables
3. Formatting Email Content
You can use HTML to customize the format of your email lettering. Enter the code directly into the [Message] field, and confirm the design in the [Preview] field.
<tips>For users who can only receive emails in a plain text format, embedded URLs will appear as the hyperlink text instead of the URL address.</tips>
4. Email Sender
The name of the email sender will display what is set in the [Basic settings]>[Event information]>[Organizer name] field.
The EventHub platform sends emails from the address [no-reply@eventhub.jp] unless a custom domain has been set up. User email replies are automatically sent to the specified Reply-To address set via [Basic settings]>[Event information]>[Organizer email address].
5. Additional Notes
- You can only send emails from the EventHub platform to event-registered users, including those who have completed their password setup (as required).
- Users who unsubscribe from EventHub emails will not receive new emails sent from the platform. Reference the following article on checking a user's email subscription status: Confirming Email Subscription Status
- You can duplicate and customize sent emails from the [Email]>[Scheduled/Sent] tab.