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Find out what types of emails exist in Meetmaps and the 2 ways to create them
Emails are crucial as they act as the primary channel for direct and personalized communication with attendees. They allow you to automate and centralize all important information before, during, and after the event, ensuring they are informed and engaged.
This article is divided into two sections:
- Types of emails
- Email Configurations
Types of emails
In our Event Management Software, we have 3 types of Emails:
In Emails > Templates you configure the emails that you can only use in automatic emails and scheduled emails.
On the other hand, emails to be sent through campaigns are configured in the Emails > Campaigns section itself. In addition, there are two types of campaigns: By filter or by import.
| Feature | Campaigns by Filter | Campaigns by Import | Scheduled Emails |
Automatic Emails
|
| Trigger | Manual (organizer) | Manual (organizer) | Manual (organizer) |
Automatic (by an action)
|
| Primary Audience | Internal. Attendees already registered in the event database. | External. Imported contact list (CSV) for a newsletter or call. | Internal. Attendees already registered in the event database. |
Internal. The attendee or organizer who performs the action.
|
| Segment Update | Static. It is sent to the attendees who meet the filter at the time of sending. | Static. It is sent only to the list imported at that time. | Dynamic. It is sent to those who meet the criteria at the time of sending, including new attendees. | Not applicable. |
| Segmentation Options | By Status or Role of the attendees within the platform. | The imported list itself is the segment. It does not use internal filters. | Combines Status + Role(s) for more precise and advanced segmentation. | Not applicable. |
| Multi-language Management | Manual. Requires filtering by language to send the correct version to each group. | Manual. Requires preparing and uploading separate lists by language. | Automatic. Sends each attendee the email in their defined language (native attendee property called Language) |
Automatic (native attendee property called Language)
|
| Main Use Case | Immediate communications to specific groups (e.g., "Notice for all Speakers"). | Newsletters, invitations to the general public, communication with external databases. | Planned communications to changing audiences (e.g., "Instructions for all registered tomorrow at 9 am"). |
Registration confirmations, QR code sending, welcome.
|
| Key Advantage | Speed to send a message to an internal group without programming. | Allows reaching people who are not yet registered for the event. | Its dynamic segmentation capacity and automatic multi-language management. |
Immediacy and relevance for the attendee.
|
| Key Disadvantage | The segment is static and language management is manual. | Totally disconnected from the event's real-time database. Therefore, it is not possible to use variables such as password, QR, etc. | It does not allow the import of external contacts. |
You cannot control the time of sending at will.
|
| Common Examples | Send an email for App access to registrants when the event is in a single language. | Informative newsletter that does not include specific event data. | Send an email for App access to registrants when the event has 2 or more languages. |
Email sent when an attendee registers via the registration form.
|
They are very similar, although scheduled emails offer advanced and dynamic control over email communications, their advantages over campaigns by filter are:
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The segment to which it is sent is updated at the time of sending (not at the time of scheduling it)
Example: If you schedule an email for event attendees 10 days in advance, all new attendees who register during those 10 days will be included in the final mailing.
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You can choose to send to a segment that includes Status + Role(s)
Example: email to attendees with the role of Suppliers and who are in the Activated User state
-
Multilingual without prior segmentation by language
Example: For an event with 4 languages, a single scheduled email is enough for each attendee to receive the message in the language defined in their profile.
NOTE📄: If you want more information about each of the types of emails:
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Campaigns, by filter and by import 👉 What are email campaigns?
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Automatic emails 👉 What are automatic emails?
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Scheduled emails👉 What are scheduled emails?
Email Configuration
Through:
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Email Builder and templates
-
HTML Code
In addition, these emails can include variables (except in campaigns with import) 👉 What variables exist when creating an email?
Configuration of an email with Email Builder
Build your own email with an email editor with modules.
IMPORTANT❗Remember to previously fill in the Configuration subsection with the sender's name, header and footer images. If you have contracted it, you can also add your email with a custom domain with Meetmaps.
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Emails > Campaigns
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Emails > Email automation: for the templates that you are going to use for both automatic emails and scheduled emails
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Select a template.
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Modify the content, adding text modules or predefined ones
Configuration of an email with HTML
Insert the HTML code of the email, which you have created with other Softwares (for example, mailchimp):
