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Automated emails

  • Updated

HQ builds marketing templates that send on a trigger. Organizers can preview, reschedule, or cancel a scheduled send. Hidden events stay silent unless Allow automated emails is on.

Before you start

Automated emails are marketing messages HQ configures. Bevy sends them when a trigger fires, such as an event starting soon or a member joining a chapter. They are not system emails. For the difference, see Understanding Bevy email types. 

HQ edits templates at Admin Dashboard → Emails → Automated emails. Chapter organizers cannot change the template. After Bevy schedules a send, organizers can Preview, Reschedule, or Cancel that send from the chapter or event Emails page.

Your community administrator assigns who can manage these templates. See About role management and permissions.

Automated emails that go to subscribed audiences use the chapter suppression list and include an unsubscribe link. Anyone on that audience can unsubscribe. See Unsubscribe from a newsletter.

Open automated emails

  1. In the Admin Dashboard, open Emails.
  2. Open the Automated emails tab.
Navigate to automated emails dashboard.gif

The list can show Title, Audience, Trigger set, Status, and Translations. Status is enabled or disabled. Trigger set reads like 2 hours before Event Start or Immediately after Chapter Member Join Date.

Automated email dashboard.jpg

To add a template, click New email. To change one, open the actions menu and click Edit.

Create or edit a template

  1. Set Title Reference (only appears in the Emails list). That name is for HQ and chapter lists. It is not the subject line.
  2. Enter the Subject.
  3. Build the body under Email Content.
  4. Choose an Audience.
  5. Choose Trigger this email on and a Delay.
  6. Select Enable email when you are ready to send. New templates start off.
  7. Click Save or Create.

Delay options are Immediately, Before, or After, plus a number of day(s), hour(s), or minute(s). Helper text on the form is You can set this email before/after an action occurs.

The post-event survey send stays in Event surveys. See Configure a post event survey email. Do not duplicate those steps here.

Choose a trigger and delay

Your community only lists triggers that exist for that tenant. These are common event and chapter examples:

Trigger Example delay Typical use
Event Start 2 hours before Reminder before the event begins.
Event End Immediately after Follow-up after the event.
Chapter Member Join Date Immediately after Welcome when someone joins a chapter.
Event Updated 20 minutes after Time or location change. See Event Updated below.
Event Canceled Immediately after Notice when an event is canceled.
Recurring Event Publish Date After the previous occurrence Notice for the next instance in a series.

You cannot turn an automated email on or off for one event type. Enablement is for the whole template.

Enable a template for existing events

When you turn on Enable email and save, Bevy schedules the template for qualifying events. You do not need to republish those events.

Bevy still checks at send time. Unpublished events do not get a non-canceled send. Hidden events stay silent unless Allow automated emails is on.

Let hidden events send automated emails

By default, hidden events do not send automated emails. To allow them:

  1. Open the event. Select Hide this event on public pages.
  2. Select Allow automated emails.
  3. Save or publish the event.

For the rest of hidden-event visibility, see Create and configure events. Do not copy that full UI into this article.

Event Updated

Event Updated does not fire for every save. Two things can happen:

  • If the start or end time changes, Bevy can send a transactional update on its own.
  • If the event is already published and the organizer changes the title, start or end time, venue, address, city, zip, or virtual event type, publishing can show Event published. Send updates?

The prompt asks Would you like to send these updates to attendees? Choose Send to schedule the marketing Event Updated email, or Don’t send to skip it. The template must be enabled or there is nothing to send.

Recurring events

Use Recurring Event Publish Date when the send should follow the next instance in a series. For a later occurrence, that date is 24 hours after the previous occurrence. The first occurrence uses the event’s publish date.

Remove the Discussions block

Some templates include a Discussions block in Email Content. Removing it is an HQ template change. It applies to every chapter.

  1. Open the template from Automated emails (or from System emails for a transactional template).
  2. In Email Content, find the Discussions block.
  3. Delete the block.
  4. Click Save.

Organizers cannot remove Discussions from one send. That work does not belong on the chapter Emails page. See Use the chapter Emails page.

Preview, reschedule, or cancel a send

After Bevy schedules a send, it can appear on the chapter Emails list with the type Automated. Organizers cannot edit the template from that list.

  1. Open the chapter dashboard, then open Emails. For one event, use that event’s Emails page instead. See Event emails.
  2. Find the scheduled send.
  3. Click Preview to open the message.
  4. Click Reschedule to pick a new time. Confirm in Reschedule email.
  5. Click Cancel to stop the send. The confirmation dialog is titled Delete email. Confirm if you mean to cancel that send.