Set up and edit the automated emails that run when chapters collaborate on a cohosted event—Chapter Team Collaboration Notification, New Event Published for collaborating chapter members, and an optional chapter-team post-event survey.

Before you start

A cohosted event is one event owned by a host chapter, with other chapters listed as collaborators. Bevy can send dedicated automated emails when collaboration starts, when collaborating chapter members should learn about a newly published event, and when you want chapter teams to complete a post-event survey.

This article covers those cohosted-specific automated emails. Broader rules for who can email attendees or newsletter subscribers on a cohosted event are in About cohosted events.

Chapter Team Collaboration Notification

Chapter Team Collaboration Notification is an automated email that alerts chapter team members that a cohosted event was added to their chapter. It is not a chapter newsletter, and it is not sent to regular chapter members or event attendees.

1. Go to Admin Dashboard → Emails → Automated emails.
2. Open Chapter Team Collaboration Notification.
3. Edit the subject and body to match your community voice.
4. Save your changes. Keep the email enabled so collaboration alerts continue to send.

Add dynamic content

In the automated email editor, type * in an editable field to open mentions (dynamic fields). For this email, useful mentions include:

• Person adding cohost event — the user who added the collaborating chapter(s)
• List of collaborating chapters — chapters included in that collaboration transaction

1. Select an edit box in the email content.
2. Type * to open the mentions list.
3. Start typing Person (or List) and select the matching mention.

If a recipient belongs to several of the collaborating chapters in that transaction, the list of collaborating chapters can include up to 30 chapter names for that person.

New Event Published for collaborating chapters

When cohosted event emails are enabled, Bevy can also schedule the community’s standard New Event Published automated email for each collaborating chapter’s members—not only for the host chapter. Chapter Team Collaboration Notification is separate: it goes to chapter teams when collaboration starts; New Event Published goes to chapter members to announce the event.

When this email can send

For a collaborating chapter to receive New Event Published, all of the following must be true:

• Event cohosting is enabled for the community (Admin Dashboard → Settings → General → Enable event cohosting).
• The event is marked as cohosted (Make this a cohosted event on the event Cohost tab).
• Cohosted event emails are enabled for your instance.
• The event is published (not still a draft) when Bevy evaluates the schedule—or it becomes published after collaborators were already added (see scenarios below).
• The New Event Published automated email itself is enabled in Admin Dashboard → Emails → Automated emails.

How scheduling works for collaborating chapters

Bevy picks the later of (a) the schedule based on the event’s publish timing and (b) the schedule based on when that chapter’s collaboration started. In practice:

Example timeline (collaborator added after publish):

Chapter team post-event survey email

You can create a dedicated automated email that sends the post-event team survey link to chapter teams on a cohosted event—including collaborating chapter teams when cohost filtering applies.

Before you create the email

• Confirm Post Event Team survey form is enabled (HQ cannot enable it—contact CSM/Bevy Support if needed).
• Decide whether to keep any older wrap-up automated email that already includes a team survey link. You can leave that older email enabled if you still want a separate wrap-up send, or disable it once this dedicated survey email is ready.

Create the automated email

1. Go to Admin Dashboard → Emails → Automated emails.
2. Create a new automated email.
3. Enter a Title and Subject.
4. Set the audience to Event Chapter Teams. That audience includes host and collaborating chapter team members for the event (when cohost filtering applies)—not regular chapter members or attendees.
5. Leave the content area empty for now.
6. Set the trigger to send on event end, and schedule it after the event ends (immediately or with a delay). Do not schedule it before the event ends.
7. Save the email. Saving once before you add rich-text content helps the editor load event-scoped mentions correctly.

Add the survey link and button

1. Open the email you just saved.
2. Drag a rich text block into the content area.
3. Type your message. Use * to insert mentions such as first name as needed.
4. Add call-to-action text (for example, Fill in the form).
5. Select that call-to-action text.
6. From the link/mention options, choose Post event team survey URL (editor label may appear as Post Event Team Survey URL).
7. With the text still selected, use the square control in the rich text toolbar to turn the link into a button.
8. Select Enable automated email.
9. Save.