Cohosted event emails

This article explains the admin emails and options for cohosted events. This includes how to enable and disable cohosting emails and how to manage them.

Please note: These emails only work when the Cohosted Setting is enabled under Admin Dashboard → Settings → general tab and Enable Cohosted is enabled.

If you are looking for how to use Cohosted Events go here, if you are looking for enabling Cohosted and other settings please see this article.

Chapter Team Collaboration Notification

You will find a new Automated email in your instance titled “Chapter Team Collaboration Notification”. This email alerts chapter members that a cohosting event has been added to their chapter.

• Navigate to Admin Dashboard → Emails → Automated emails → Chapter Team Collaboration Notification email

• Feel free to edit the copy of the email to fit your style better

How to add dynamic content

You will notice a “person adding cohost event” and a “List of collaborating chapters”. These are dynamic fields that you can use to show the organizer which user added the chapter to their chapter and which chapters the event has been added to.

1. When editing the email, select one of the edit boxes

2. Type * to bring up some of the dynamic fields

3. Start typing “Person” to bring up the dynamic field titled “Person adding cohost event”

4. Select to add it in place

If the organizer is part of several chapters, they will receive a list of up to 30 chapters mentioned in the email.

Chapter Team Survey

If you have Chapter Team Post Event Survey option enabled, then you are able to send an email to all collaborating chapter team members once the event has been completed.

You may leave the old email enabled (if they want the wrap-up email to be sent separately) or disable the old email that sends the Team Survey link through.

Steps to set up the email 

1. Navigate to the “Emails” section in the Admin Dashboard

2. Select the “Automated Emails” tab

3. Create a new email

4. Fill in the Title and Subject of your choosing

5. Choose the audience “Event Chapter Teams”

6. Do not fill out the “content” section

7. Trigger the email to send on “event end” 

   a) Ensure to send after the event ends (either immediately or a period after) - not before the event ends

8. Click save

9. Once saved, now go back and fill in the content details

   a) To do so, see the section below:

   i. Add a “rich text” content block by dragging and dropping the block into the section below it

   ii. To pull in dynamic content, type “*” and type what you are looking for. i.e., “Firstname” to pull in the first name of the leader the email will be going to

   iii. After filling out your message, type in the call to action. i.e., “Fill in the form”

   iv. Select the call to action text

   v. In the dropdown that appears, select “Post event team survey URL”

   vi. Then while the text is highlighted, choose the “square” from the rich text options to convert the link into a button

10. Check the “Enable automated email” box

11. Save the email

Here is a walkthrough video

New Event Published Email

If a chapter is added as a collaborating chapter, the New Event Published email will be sent to all members of the collaborating chapter. Below is a timeline explaining how it works:

• 10 am - An event is created in the New York chapter

• 11 am - The “New Event Published” email is sent to all New York chapter members

• 1 pm - The Cape Town chapter is added as a collaborating chapter of the New York chapters event

• 2 pm - The “New Event Published” email is sent to all Cape Town chapter members