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Understanding Bevy Email Tools

  • Updated

Your Bevy platform helps you keep your members informed and engaged by automatically sending important notifications and allowing you to send custom newsletters. This article provides an overview of the different email tools available, explaining what they do and how you can use them to build your community.

Direct Communication Tools: Newsletters

Chapter Newsletters

This is your primary tool for communicating directly with your chapter members. Newsletters are perfect for making announcements, sharing community highlights, or sending out regular updates.

  • What they are: One-time emails that you create and send to the members of your chapter.
  • Who can send them: HQ, Admin and chapter team members with the appropriate permissions.
  • How to send one: You can create a newsletter from your Chapter Dashboard, add your own subject and content, select an audience, and send it immediately or schedule it for later.

Users can subscribe to a chapter’s newsletter by using the Join button on the chapter page or in the ticket confirmation email when they register for an event.

Learn more about Chapter Newsletters: Send a chapter newsletter.

Global Newsletter

What they are: One-time emails that you create that are sent to site users that subscribe during the sign up process.

Who can send them: HQ Admins can only create and send Global Newsletters

How to send one: You can create and format a global newsletter from the Admin Dashboard. 

Learn more about Global Newsletters: Global Emails

Automated Emails: Supporting the Community Journey

These are emails that are automatically triggered by member actions, such as joining a chapter or RSVPing for an event. Their purpose is to keep members engaged and informed about community activities. The templates for these emails are configured by your organization's administrator.

Common Automated Emails include:

  • Welcome Email: Sent when a member joins a chapter.
  • Event Reminders: Sent to attendees before an event begins (e.g., 24 hours prior).
  • Post-Event Follow-up: A "thank you" or survey link sent after an event concludes.

Note: The branding and default text for these automated emails are managed at the HQ level and cannot be edited by chapter organizers.

System Emails: Essential Transactional Notifications

System emails are transactional messages that are automatically triggered by specific actions on the platform. Unlike newsletters or automated emails that go to chapter members, system emails are often sent to the individual who took the action (like an attendee who bought a ticket) or to the chapter leadership team.

These emails are essential for core platform functions. While the text and subject can be customized by an admin, system emails cannot be turned off.

Key System Emails include:

  • Ticket Confirmation: Sent to an attendee after they RSVP or purchase a ticket.
  • Order Refund Confirmation: Sent to an attendee when their ticket order is refunded.
  • Event Published: A notification sent to the chapter's leadership team when an event goes live.
  • Sign up Welcome: Sent to a new user when they first create an account on the platform.

Learn more about System Emails: System emails.

Member Subscription Management

Your community members have control over the engagement emails they receive.

  • Opting-In: Members are subscribed to your chapter's newsletter when they click the Join button on your chapter page or opt-in while RSVPing for an event.
  • Opting-Out: Every newsletter and many automated emails include an "Unsubscribe" link, allowing members to opt out of future non-essential communications.
  • Essential Emails: Members cannot unsubscribe from essential system emails like ticket confirmations or password resets.

Tracking Your Email Performance

After you send a newsletter, you can see how well it performed. The analytics section provides valuable insight into your member engagement.

  • Available Metrics: You can track key statistics like the number of deliveries, open rates, and click-through rates.
  • Where to find it: 
    • HQ Admins can access the reports for Automated email sends and Newsletter sends in the Admin dashboard report center: List of reports in the Report Center
    • Chapter team members can see the metrics in the email dashboard or in the emails tab for each event. Learn more about Email analytics.