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.
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.
When editing the email, select one of the edit boxes
*to bring up some of the dynamic fields
Start typing “Person” to bring up the dynamic field titled “Person adding cohost event”
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
Navigate to the “Emails” section in the Admin Dashboard
Select the “Automated Emails” tab
Create a new email
Fill in the Title and Subject of your choosing
Choose the audience “Event Chapter Teams”
Do not fill out the “content” section
- 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
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
Check the “Enable automated email” box
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