Enabling and editing automated and system emails

This article will explain how to configure system and automated emails as well as show you how to edit and add dynamic content.

System Emails

System Emails are templated and created by Bevy. The copy can be edited in the Admin Dashboard.

The main difference is the Automated Emails are set based on custom triggers (e.g. 48 hours before the event start date) whereas the System Emails are built-in and aren't completely customizable by a trigger. 

System Emails only trigger when a specific action occurs. For example, if you don’t use sponsor invoicing or the blog on Bevy, those emails won’t send.

As Admins/HQ, if you want to receive System Emails (e.g. Event Published), email us at help@bevylabs.com.

Configuring System Emails

To configure System Emails, follow the steps below:

  1. Select Emails from the left sidebar of the Admin Dashboard
  2. Select the tab for System Emails
  3. Click on any System Email you’d like to configure. The copy and structure of the email can be edited from this page.  
  4. If you make changes to the copy, scroll to the bottom of the email and click the checkbox for System Email Enabled
  5. Click Save and OK in the confirmation modal
Note: System emails will send regardless of whether System Email Enabled is checked or not. This ensures vital information is sent to your community. If you make edits to the system emails, make sure you check the box and save. 

Automated Emails

By default, there are 7 automated emails loaded into your instance. They include:

  1. 48 Hour Reminder to Attendees
  2. 72 Hour Reminder to People Without RSVP
  3. Welcome to Chapter
  4. 2 Week Event Reminder to Chapter Team
  5. New Event Published for Chapter Members
  6. Post-event survey
  7. Canceled Event

As Admin, you have the ability to edit current and create new automated emails. Automated emails apply to all chapters. Chapters can not edit or create automated emails.

Editing Automated Emails

To edit Automated Emails, follow the steps below:

  1. Select Emails from the left sidebar of the Admin Dashboard
  2. Select the tab for Automated Emails
  3. Click the email you’d like to edit
  4. From the next page, you’ll see several fields that are editable, including the Audience, Subject, Email Content and settings for when the email will trigger
  5. When you are done editing the email, enable it by checking the box for Automated Email Enabled
  6. Click Save and OK in the confirmation modal

Dynamic Tags 

Dynamic tags allow you to add content to your emails (in the subject line or body) that will generate automatically for the corresponding event. These tags will appear after you’ve selected a specific trigger (see above section). To see a dropdown list of dynamic tags, type asterisk (*) and then start typing the name of the tag you would like to use.

The following list includes all the dynamic tags available to use in automated emails.

General:
Site Title
User:
First Name
Full Name
Last Name
First Name
Last Name
Chapter:
Chapter City
Chapter Country Name
Chapter Title
Chapter URL
Chapter Member First Name
Chapter Member Full Name
Chapter Member Last Name
Custom Post Event Survey URL
Event:
Event Description
Event Address
Event Google Maps Link
Post Event Survey URL
Event Team URL
Event Title
Event URL
Event Venue Address
Event Venue City
Event Venue Name
Event Venue Zip Code
Sponsor:
Sponsor Invoice Paid Date
Sponsor Invoice Identifier
Sponsor Invoice Status

Selecting an Audience

The audience you set will be the population that receives this email. Sticking with our example, we’ve chosen “Chapter Members without event RSVP” which will ensure we reach people who haven’t yet RSVP’d to our event.

Editing text

To add text to your email, simply drag and drop the Rich Text box where it says “Drop a component here,” like this:

The text in your emails can be edited to bold, italicize, create lists, add images and videos and much more. The text editor will appear when you highlight a piece of text. Additional options for editing appear with a small plus (+) icon.

Here are a few examples:

Creating New Automated Emails

To create a new Automated Email, follow the steps below:

  1. Select Emails from the left sidebar of the Admin Dashboard
  2. Select the tab for Automated Emails
  3. Click New Email
  4. From the next page, fill in the content you want and select settings for when the email will trigger
  5. When you are done, enable it by checking the box for Automated Email Enabled
  6. Click Save and OK in the confirmation modal

Setting up email triggers

Every automated email is set up to send based on a trigger that is paired with time parameters. For example, if you wanted to send an email reminder about an event, you can set a trigger of `Event Start` with parameters of 2 hours and before. This would enable the email to send 2 hours before the start time of the event.

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