Communications: Custom Emails with Triggers

Learn how to send custom emails with triggers for the event.

To be covered

• Intro
• How to create a custom email with Triggers (steps)
• Type of triggers:
  • 'Invite Created' trigger
  • 'Invite Updated' trigger

Intro

Emails are essential to increase pre-engagement and platform adoption. With custom emails, you can decide when to send the emails to attendees registered in Brella.

How to create a custom email with triggers (steps)

1. Navigate to the Admin Panel (manager.brella.io)
2. Click on the ‘Custom Emails’ tab within 'Communications' in the left menu.
3. Click on the '+ Create custom emails' button in the middle.
4. Fill up the Email Name and the Subject of your email. Then click on Which groups to send to and select the recipients you want to send this custom email to. Click on 'Proceed.'
5. Copy the HTML code of the email content created by you and paste it into the space named ‘HTML code’. 
   
   At this point, you can add tags/tokens inside the HTML code in order to personalize your email with the information. Ex. first_name, last_name, join_url, seats_count, available_seats_count, join_code.
6. If you want to customize your email with banners, images, different fonts etc, you can use the Beefree tool (https://beefree.io) to create the template and then insert it to HTML code.
7. You should be able to see a preview of the email you created on the right-hand side once you paste the HTML code. You can double-check the features of your custom email (URL function, banners, etc.) at this point prior to sending. Once the preview has been checked, click on 'Proceed.'
8. At this stage, you can configure the delivery of the email and set up what trigger will ship the emails. ❗ But these have to be sent manually unless you have 'Published' invites enabled.
   
   At the moment, triggers apply to Invites and not Attendees. There are two types of triggers:
   
   1. Invite created: Custom email will be ready to be sent after you create or import a new invite as the first email.
      1. To be sent manually, by selecting all invites at once or clicking 'Publish.' For steps on how to do that, visit this article. 
      2. Brella's default invite email will be ignored.
   2. Invite updated: Custom emails will be sent to unclaimed invites when send email is manually selected or invites are unpublished and republished as reminder emails.
      
      1. When using this trigger, it's crucial you create a plan for the flow you want these to be sent out. The trigger doesn't have a scheduler, but you have to send them manually send them by bulk selecting or clicking 'Publish' in the order wanted. For instance, if you want to send a three-part email reminder to flow with different custom content, you need to pause one trigger and proceed with the next and so forth.
      2. This custom email can be edited and deleted at any time.
      3. Invites that have been claimed will not receive any email reminders anymore. As the event organizer, you can communicate with participants with Announcements or Storylines.
9. Creating a custom email with the 'Invite creation' trigger will not ship the emails immediately unless you have 'Published' invites enabled. And 'Invite updated' trigger will only be enabled once you click on published or manually send the emails.

Congratulations! Now you know to send or schedule custom emails. 🙌

Last updated in April 2023. 

Written by Stephanie Campano Valenzuela.

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