Creating Session Emails

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Keep your messages to attendees as relevant as possible with session emails. Rather than troubling everyone on your invitation list, distribute the webinar info, send a reminder to bring questions for the panelists, or announce that the room has changed to only those who registered for an optional session.
 
NOTE: This is an additional feature. Contact your account manager for more information.

1 Access the Session Emails page. Begin by selecting your event. Hover over Promotion & Communication and, under Email, select Session Emails.

2 Determine the email's settings. Click Create Email and choose your starting point:
  • A new blank email lets you write and format all the content from scratch.
  • Using an email template lets you select an email created at the account level for use in any event. Click the ellipsis (...) in the field that appears and select the template from the pop-up.
  • Using an existing email in this event lets you copy another session email and alter it. Click the ellipsis (...) in the field that appears and select the template from the pop-up.
Name your email. Personalize the Subject Line or From Name by clicking the User-added image next to each field and inserting data tags. Any replies to your message will be sent to the From Email Address. Don't see the one you want in the dropdown? Add more in Admin > Email Settings > Email Addresses.
 
User-added image

If this email will be a work in progress or require someone's approval before it is sent, keep No selected next to Active. But once it's good to go, don't forget to return and click Yes.

Define whether your message is for invitees or their guests.

Determine when you want to send this email. Choose carefully, this setting cannot be modified once you've completed the wizard. Your options include:
  • At a date and time relative to the associated sessions is the better choice for emails related to multiple sessions. Select the days before or after the session. Enter the time in the textbox and specify the time zone using the dropdown.
  • At the following date and time is generally used for individual sessions or when you want invitees to receive all necessary information at once. Enter a date and time. Use the dropdowns to specify a time zone.
  • When someone registers for a session ensures invitees have the information they need immediately upon completing registration.
  • When someone unregisters from a session allows you to market other possibilities to anyone who can no longer attend the associated sessions. Be aware that if the Cancellation Confirmation template is active, then those who unregister will receive that email as well.
  • When someone is added to an associated session's waitlist allows you to send additional information or alert the invitee that they have been added to the session's waitlist. Want to email all of your session waitlisted invitees at once or manually send them an email? Go here instead.
  • When someone completes the session feedback survey allows you to send additional information, such as a session certificate, to a registrant that has attended a session and completed the session feedback survey. This is only available in Flex events.
  • Manually saves the email for whenever you're ready to go back and click send.  

If you chose one of the first two options, use the radio buttons to specify recipients.

Scroll down to the Associated Sessions section and check the box next to each session related to this email.

 
User-added image
 
Click Next for a Classic event, or Finish for a Flex event.
 
NOTE: If you manually send an email prior to the scheduled date and time, it will no longer send when originally scheduled.

3 Write your email and preview it, if this is a Flex event. Customize your email.

 
NOTE: Data Tags specific to session emails can be found under the Session category.

Click Preview to preview your work. Once your done, click Save. Close out of the Email Designer.

Hover over Send and click Test. To send it to yourself, choose Account User from the Type dropdown, click the ellipsis (...) in the corresponding Recipient box, and click Select next to your name.
 
 User-added image
 
Need to send a test email to someone without a Cvent login? Choose Email Address from the Type dropdown and enter one in the Recipient box.
 
Check the sessions you'd like to receive test emails for, then click Confirm Test Send.

 
NOTE: To avoid inaccurate click-tracking data, links generated by data tags do not work in test emails.
 

Or write the email and check your work, if this is a Classic event. Draft your message.

 
NOTE: Data Tags specific to session emails can be found under the Session category.

Click Save & Next.

Select Yes next to "Send test emails." To send it to yourself, choose Account User from the Type dropdown, click the ellipsis (...) in the corresponding Recipient box, and click Select next to your name.

 
User-added image

Need to send a test email to someone without a Cvent login? Choose Email Address from the Type dropdown and enter one in the Recipient box.
 
Select the sessions you'd like to receive test emails for, then click Finish.

 
NOTE: To avoid inaccurate click-tracking data, links generated by data tags do not work in test emails.
 

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