Send Bulk (Mass) Email

Can we send an automatic email to those registered that the Web site is updated
Is there a way to send an email to all who are "unpaid"?
Does the "Bulk Mail" option include a link to log back in?

Bulk Mail Sending Overview
EventCORE has a very powerful bulk email sending feature. It allows you to send an email to your entire attendee listing with merely a push of a few buttons. You access Bulk Mail Sending by going to "Attendee Options" and then in the "Choose View" (binoculars) drop down menu, select any one of the entries that have a (BE) at the end of the name. These are the views that give the option of sending a bulk email to the entire list. *See image at end of this article for where to access bulk email messages.

There are three steps involved in sending a bulk email: Recipients, Type & Content

Step One: Choose the Recipients
Use the familiar attendee listing to pick the people to whom you wish to send a bulk email. From the dropdown shown in the image below, you see that we offer seven basic views to select your recipients. Pick the view that best ties in to the type of email you wish to send. Here are the seven views we offer.

Send Bulk Email: This produces a list of all attendees with some key columns on which you can sort and select your attendees.
Paid in Full: Those who have paid in full. This is a good list to use when you want to send out an email to those who are your confirmed and coming attendees.
Yet to Pay: Shows all of those who have yet to make a payment. This is a helpful starting point when you want to send out payment reminders or notices of upcoming price increases.
Travel Plans: A listing of all attendees but with columns for travel plans. You can use this to send out a notice about arrivals or a reminder for those who have not filled out this information.
Emergency Info: All attendee listing that includes the emergency contact information. Helpful to see people who have special needs or have not filled out this information.
World View: All attendee lising including information about location. Helpful for sending an email to a segment of people coming from a particular area of the world.
Yet to House: Gives a listing of people who have not yet selected their housing.

When you select the appropriate view, the screen will repaint to the regular searchable, sortable listing of names. The major difference is that instead of an "action dropdown" in the far left column, there now is a checkbox. You select your recipients by clicking the checkbox. There also is a "Select All" option on the top of the page that will place a checkmark in all names in the current view.

Selecting All or Specific Attendees
If you have a large conference, make sure you expand your view to show all attendees. Otherwise if you click the "Select All" button and only 250 of 788 are showing, then only 250 will receive the email. You can also use the filter feature to show only selected names. Once you get your view set to what you want selected, you can hit the "select all" to highlight just those on the screen. Note: You need to be careful if you use the "select all" and a name with a check mark is already highlighted, then it could potentially be unselected. If you're doing complex selects, at the end remove all filters to show all names and then do a rough check to make sure you have the names you wish to send the email to.

Once you have your list built, click the big blue "Continue" button near the top.

Step Two: Choose the Type of Email
At the top of the next page it will give a summary of your recipients and then give you the option of selecting the "type" of email you want to send. This type selection does two things; 1) It records that type with this email so when you see a listing of emails sent, you can see what has been sent to a person in their summary view and 2) it pre-fills in the content.

The current options are:

Pay Remind
Pay Change
Attend Confirm
Travel Confirm
Travel Remind
Hotel Payment
Hotel Reminder
Hotel Confirm
Empty Registration
General

Once you select an option, the bottom section of this page will change and will display a suggested subject and body text. For some examples of possible uses for this bulk email, you can view this answer.

Step Three: Enter Your Content
What you have on the bottom of the page now are two boxes where you can enter your subject and the content of the email. Suggested text (template) for the various types is provided as a starting point but you can customize it to best meet your needs. If you change one of the suggested default templates, you can make that change permanent for this event by selecting the checkbox to make this your Default Template. Then for subsequent bulk emails it will bring up your text rather than the generic default text.

When you have the desired text selected, hit the "Schedule to Send" button to initiate the sending process.

How Sending Works
Your emails are placed in a queue for sending. Our server runs a scheduled task that regularly checks for bulk emails in the queue. It then sends them out in a sequential and timed fashion. This allows you to send out 1000's of emails without needing to worry about the system timing out. We're currently sending out 60 emails every ten minutes as the default. So if you have 500 to send, it would take 9 passes or about 90 minutes. If you need them sent faster, please contact our HTier 3 Support and we can manually force the sending much faster. We can do at a rate of up to 100 per minute.

This is how you get to the Bulk Email Dropdowns