Email Marketing Engine: Create and manage all your event mails at one place

Setup your emails using Hubilo email manager:

The Email Marketing Engine module will help you to create and configure the emails in the event.

You will be able to send two types of emails –

  • Automated Mails - Automated Mails are event-based emails. It is triggered when a specific action occurs and the actions are defined by Hubilo. Usually, Automated Mails are sent to the registrants in the People section.

  • Custom Mails - Custom Mails are defined by the Organiser to send any event marketing emails. These emails can be sent immediately or scheduled for the future. Custom Mails can be sent to Groups or People. (Available only in Pro & Enterprise Plans)

 

Table of Content

Basic Information of Email Manager

  • As an organizer, you need to go to ‘Email Manager' on the Organizer dashboard

 

  • All Automated(default) emails and Custom emails are shown in the ‘All’ list.

 

  • This list can be sorted by Newer to Older, Older to Newer and Name A-Z or Z-A. This list can be filtered by timing, status and audience segment. You can search the emails by Email Name.

  • All automated emails will be sent to all the users in the ‘People' section and you don't have the option to select the users.
  • For custom emails, you will have the option to select the group/people to whom they want to share the custom mail.
  • You can view the email deliverability report by clicking on ‘View Report’.

  • You can create custom emails for event marketing purposes at any stage of the event.

  • For automated/custom email that is created, you can duplicate the existing template or create a new template from scratch.

  • Various status of the emails -

Emails

Email Status

Automated Mails

Active and Paused

Custom Mails

Draft, Scheduled, Sent and Paused

 

Email Status:

Active - For the automated emails that are already enabled will have ‘Active’ Status

Paused - Once the email is disabled/inactive then the status is ‘Paused’

Draft - The custom emails will have the ‘Draft’ status before they are scheduled/sent to users

Scheduled - When a custom email is scheduled for some specific time, it will have a ‘Scheduled’ status

Sent - When the custom email is triggered it will have a ‘Sent’ status

Types of default automated emails

Email Listing:

You will be provided with default emails and these emails are divided by states:

  • Pre Event

  • During Event

 

Pre Event :

  • Invite Email - Email received by the attendee on being added to the event via people section or after completing registration.

  • Invite Email QR code - Email received by the on-site attendees on being added to the event via people section or after completing registration.

  • Event Registration - Email received by the attendees on registering for the event.

  • Successful Transaction - Email with the transaction invoice received by the attendee upon completing the transaction.

  • Incomplete Transaction - Email with the transaction invoice received by the attendee in case of incomplete transaction.

  • Login Code – Email received by the on-site attendees when they Login.

 

During Event :

  • Profile View - Email received by the attendee when someone views their profile.

  • Got Message - Email received by the attendee on getting a message from other people within the event.

  • Registered for Session - Email received by the attendee on registering for a session open to everyone.

  • Waitlisted Session is Rejected - Email received by the attendee on their waitlisted session request being rejected by the organizer.

  • Waitlisted Session is Accepted - Email received by the attendee on their waitlisted session request being accepted by the organizer.

  • Meeting Invite Request - Email received by an attendee when another attendee sends them a meeting invite.

  • Meeting Invite is Accepted - Email received by the attendee when another attendee accepts their meeting invite.

  • Meeting Invite is Rejected - Email received by the attendee when another attendee rejects their meeting invite.

  • Meeting Cancelled - Email received by an attendee when the fellow attendee cancels the meeting.

  • Meeting Reminder - Email received by the attendees as a reminder 10 minutes before the meeting.

  • Attendee is Mentioned - Send an email to your people when someone tagged them in chat.

  • Meeting Scheduled by Organizer - Email received by the attendee when the meeting is scheduled by Organiser

Different event scenarios and based on the event the email template:

Scenarios

Email Template Result

Basic Event

Default Email Template

When an event is White Labeled

In this case, the impact will be in the footer where the Hubilo Logo will be removed

When an event is Hybrid

In this case, the header will contain the event location if it is added by the organizer

When an event is White Labeled + Hybrid

In this case, the header will contain the event location in the header & will not have the Hubilo logo in the footer.

 

Please find the below screenshots for reference :

a) When an event is White Labeled -

 

b) When an event is Hybrid :

  • For Onsite attendees, the event venue location and QR code will be shared in the email :

  • For Virtual attendees, the event venue location and QR code won't be shared in the email -

 

c) When an event is White Labeled + Hybrid :

Unsubscribe to Emailers:

If user unsubscribes to the emailer, they will be redirected to the event unsubscribe page. They can uncheck 4 Boxes :

  • Activity Emailers for Current Event - This will stop all the auto product triggered emails from being sent to the user for the event.

  • Promotional Mailers for Current Event - This will stop all the custom triggered emails from the email editor from being sent to the user for the event.

  • Activity Emailers for All Future Events - This will stop all the auto product triggered emails from being sent to the user for all future events.

  • Promotional Mailers for All Future Events - This will stop all the custom triggered emails from the email editor from being sent to the user for all future events.

  • On Submit, the input will be confirmed and a message will be shown to the user confirming that their settings have been updated successfully.

  • The unsubscribe page header will contain the name of the event along with the event logo. If multiple event logos are uploaded in the dashboard, it will show as a carousel.

Event Branding to the Emails

  • Emailers will take the default branding from the event.

  • Within the email editor, you can also change the specific UI for each template. This UI change will be applicable to that specific template only.

 

Note :

  • Automated Mails are available for Advance, Pro and Enterprise plans

  • Custom Mails are only available in Pro and Enterprise plans.

(In case you need any support related to Email Manager for your event. Contact the support team at support@hubilo.com or reach out to our CXM)