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Sending a Reminder Email to Invitees

Follow up with invitees who haven't yet responded, and add an Accept/Decline link, using Tractivity's Emails module

This article explains the Email Reminder option in the Events module, allowing you to follow up with anyone who has yet to respond to your Event Invitation email.

 

Go to the Events module from the top navigation bar and open your Event. From the left-hand menu on the View Event page, click Email Reminder. This option is used to send an email to any Invitees with "Awaiting Confirmation" as their Invitation Status. (You can check the Invitation Status of your Invitees on the Invited Contacts tab.)

The next page will show all recipients for your reminder email. This will include all invitees with the status "Awaiting Confirmation" for this Event by default. You can remove an invitee from your recipients by clicking the green arrow icon; this will move them into the Non-Recipients tab. You can move multiple recipients between the Recipients and Non-Recipients tabs by checking the boxes next to their names, then clicking Move Selected Recipients. Click Next to proceed with the chosen recipients.

Creating your Email

This will begin the three-step email process. A new email for your reminder will have been created; this can be found going forward in the Emails module.

Step 1: Email Details

For this step, we will outline the basic details of the email.

    • Email Subject is simply the email's subject line.
    • From Name and From Address show recipients who the email has come from. You can add different email addresses from the System Admin menu (see: [LINK TO SETUP GUIDE]).
    • Reply-To Email Address is the address that will receive any replies to your email. You can add different email addresses from the System Admin menu, as above.
    • Classification can be set as either Subscription Preference or Compliance Send.
      • Only use Compliance Send if your email reminder is one you consider essential for your stakeholders to receive. You will need to check a box confirming your understanding of this.
    • Priority marks the email as high or low priority to recipients, if necessary.
    • Owner Teams indicates the Users or Teams in your Tractivity system with ownership over this email. This defaults to all Users.

    You can choose a Template to use when building your email — convenient for sending emails in a series, or for quickly applying branding. Click the Template you want to use, or click Blank to build your email from scratch. You can also select previously sent emails relating to this Event to use as templates.

    Include files alongside your email using the Attachments pane. You can attach documents from Tractivity's Library module, or upload files directly from your device: click Browse to open your file browser and select the file, or drag and drop it into the Attachments pane. You can include multiple attachments, but note that the total size of all attachments cannot exceed 5 MB.

    Step 2: Choose Recipients

    This step displays the recipients for your Event Reminder. These cannot be modified here — return to the View Event page if you need to add or remove any recipients from this email.

    Click Next to proceed to Step 3.

    Step 3: Build Email

    The Email Builder will now load, showing the template or previous email you selected earlier (or a blank canvas, if you selected Blank).

    You can include an Accept/Decline Link in your reminder email. This is the link your invitees can use to confirm their attendance at your Event. To add this link:

      • Drag a Button or Image content block into your email from the right-hand menu.
      • Click the Button or Image with your cursor.
      • On the right-hand menu, click Special Links.
      • Select Events, then click Accept or Decline Event.

    This link will send any recipient who clicks it to a page where they can accept or decline the invitation; this will then update their Invitation Status back on the View Event page.

    For guidance on using the tools and features in the Email Builder, please visit the Knowledge Base: Help Articles | Knowledge Base.

    Once you've finished, save and close the Email Builder. You'll then see a preview of your new email along with the following options:

      • Edit Email – reopen the Email Builder to continue working on your email.
      • Save as Template – save your new email as a template for future use.
      • Save Email – complete the creation of your new email. This will take you to the View Email page.

    Sending Your Event Reminder Email

    Before you can send your reminder email to your invitees, you need to complete a test of the email. This confirms that the From address selected in Step 1 works correctly and gives you a chance to review the finished email in your own email program, such as Outlook.

    Click Send Test from the left-hand menu, enter the email address you'd like to send the test to, then click Send Test.

    Once the test has been sent, a new option will appear on the left-hand menu: Schedule Email. Use this to send your reminder to your invitees. Click Schedule Email and, in the prompt that appears, choose the date and time you'd like the email to be sent. When you're ready, click Set to schedule the email.

    The email will be sent to all recipients at the scheduled time, and this page will update once it has been sent successfully.

    Invitation Status

    As invitees accept or decline your invitation, their Invitation Status will update to Confirmed or Declined.