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Sending emails

Ingo Updated by Ingo

You can send emails manually from Sweap or automate the process using our email campaigns.

In this article, we explain how to manually send the emails you’ve created with Sweap.

You can find more information about using email campaigns here.

General Note: Automatic replies are usually sent by an email system, such as Outlook or Exchange, automatically in response to incoming emails. These replies are often not sent to the “reply-to email address,” but instead to the sender address of the incoming email. This is done to inform senders that you are unavailable and when they can expect a response. This is standard behavior for emails. See also: https://www.rfc-editor.org/rfc/rfc3834.

Sending emails using the 'E-Mail sending wizard'

First go to the event and select the appropriate guest who is to receive an email by placing a check mark. The selected guests are highlighted in green by Sweap.

Now select "Open E-Mail Sending Wizard" in the action field.

As long as your event is still in “Draft” status, you won’t be able to access the email sending assistant in your guest list. Only once you set your event to “Active” will you be able to send emails using this feature.

A window will open showing how many guests have been selected for the email send-out. Now choose which email you would like to send to the selected guests. For some emails, the email type will also be displayed here.

Before the selected email can be sent, the system performs a multi-step error check and notifies you of any potential issues.

First, the stored email addresses of the guests selected for sending are checked. The system automatically detects invalid or non-existent email addresses and highlights them in red.

If the system detects an invalid or missing email address, you can make changes at this stage. Correct the email address or enter a valid one. Once this is done, our system will mark the record with a green dot, indicating that the record is now valid and ready for use.

An email address entered via the sending assistant is also saved directly in the record of the corresponding guest. This means you’re enriching the guest’s data record immediately.

Our system also checks for other irregularities, such as errors related to the guest’s response status, and notifies you of these issues.

For example, if you try to send an invitation email to a guest who has already confirmed their attendance at the event, you will receive a notification. You can then decide whether you still want to send the email or skip/exclude that guest’s record.

At the end, you’ll see an overview of the planned recipients and can preview the email for each one. Additionally, in this final step, you also have the option to filter your guest list by first name, last name, or email address, or to remove guests from the sending list.

Once you’ve selected all the guests you want to send your email to, click “Send Emails” to initiate the sending process.

Overview of error checking when sending emails

As already mentioned, the system performs an automatic error check when you send emails and shows you instructions before sending your emails. The following things are checked by Sweap:

  • If you want to send your guest an invitation to an event, if your guest has already accepted or declined the invitation, or if you have already received an invitation email but have not yet responded.
  • If an invitation is to be sent that includes a link to a registration page, but the registration page has not yet been created, the system will detect this. Other configuration steps are also checked, and you’ll be notified if there are any gaps. One example is the automatic confirmation for your guests. You’ll receive a warning if no email has been set up yet as an automatic confirmation.
  • Whether correct email addresses are stored in the guest information or whether the registration page has already been closed for responses — the system checks these aspects. If you intend to send a reminder to participants but forgot to send a confirmation to your guests beforehand, the system will alert you to this situation.

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