Sweap set up for admins
Administrator's guide to setting up your account
General account settings
The event tags - creation and usage
Create guest fields for your account
Adding deletion rules to automatically delete guest data
Set up templates
User roles and permissions
Default user roles in Sweap
Access rights and configuration of standard user roles
User permissions and their functions in Sweap
Setting up new users
Roles and permissions
API and publishing package function
Implementing the event overview page within your website
Implementing the event overview page in an IHK24 website
Import of distributors with EVA
Import groups and committees from EVA master data
Sweap app and devices for check-in
Set up domain and e-mail address
Getting started with Sweap - Basics
Event overview and dashboard
The calendar view for your events
Basic structure of the event overview
The action field and its functions
The event dashboard - overview
Create a new event
Duplicate event and use as template
The preview mode for creating e-mails or webpages
Using the correct image sizes
Create text with the HTML-Editor
Customize headlines and text with HTML
Support and data protection at Sweap
Search and filter functions
The search function in Sweap
Using the filter function in Sweap
Timely filtering of acceptances and declines
Trainings, online webinars and updates
Create and manage contacts and guests
Create and manage contacts
Manage attributes for guests and divisions
Create and import guest information
Add guests to your list
The guest import with Excel
Edit guest information and change the status manually
The guest source: an indicator of success for your communication
Postal mail invitation and QR code
Setting up and sending e-mails
The guest salutation
Create guest salutation with our salutation assistent
Use your own salutation form in your e-mails
The email types and their use
The different types of email templates
The Email template LA LUNA
E-mail builder: creating e-mails
Call to Action Button withinin emails
Create mails more efficient with using the duplicating function
Insert links for virtual events into e-mails
Insert stock photos into emails
Send a test e-mail
Troubleshooting for E-Mails
Opt in states and bounces
Reduce spam probability of e-mails
Display images correctly in my email
Delivery notification and bounces in the e-mail log
Basics for the successful delivery of e-mails
Tracking email opening rates
Important information about blocked e-mail addresses - status "mailjet: preblocked
Sending out e-mails
Registration pages & Virtual event platform pages
Virtual Event Platform
Creating websites with the website builder
Templates for your webpage
Contents and modules of a website
Texts, colours and design for the registration page
Registration settings and automatically closed registration
Embed your own font in Sweap
CSS & Java Scripts for website customisation
Header and footer within a website
Publish events on your own website
Setting up the registration form
Configuration of a registration form
Show and hide form fields
Enter accompanying persons (registration form)
Integrations and modules for the Virtual Event Platform
Operate and monitor events with Sweap
Event status and the stages of your events
Postponing and cancellations of events
The confirmation status from guests
Evaluate and export the KPI´s of your event
Sweap guestlist app and check-in
Table of Contents
Updated by Ingo
You can send your created e-mail templates directly from the system to your guests. Please note that it is only possible to send already existing e-mail templates.
Sending emails using the 'E-Mail sending wizard'
First go to the event and select the appropriate guest who is to receive an e-mail by placing a check mark. The selected guests are highlighted in green by Sweap.
Now select Open E-Mail Dispatch Assistant in the action field.
A window will open in which Sweap will automatically show you how many guests you have selected to send e-mails. Now you can choose which e-mail should be sent to your guests. In addition, you will find the e-mail type in brackets after the name of the email.
Before the selected email is sent, the system performs an automatic error check in several steps and shows you any irregularities found.
First, the system checks the stored e-mail addresses of the guests selected for sending. The system automatically recognizes incorrect or non-existent e-mail addresses and highlights them in red.
You can now enter the correct shipping address. As soon as you have entered an error-free address, the system indicates this with a green dot.
As soon as you have edited e-mails and later activate sending, the system automatically saves the new entries for the corresponding guests.
The system also checks for and displays other irregularities, such as errors in connection with the confirmation status of the guest. For example, that you want to send an invitation e-mail to a guest who has already confirmed attendance at the event.
You will be notified and you can make any corrections directly in the wizard and decide on a case-by-case basis whether to send or not.
Finally, you will see an overview of the planned recipients and can preview each one. Furthermore, in this last step you can filter the list of your guests by first name or surname or delete guests from the mailing list.
If you are satisfied with the distribution list, you can send the emails
Overview of error checking when sending emails
As already mentioned, the system performs an automatic error check when you send e-mails and shows you instructions before sending your e-mails. 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 you want to send an invitation with a link to a registration page, but that page has not yet been created. Further configuration steps are also checked and you will be informed if there are any gaps. An example is the automatic confirmation for your guests. So you will get a warning if no e-mail has been set as automatic confirmation yet.
- Whether correct e-mail addresses are stored in the guest information or whether the confirmation on the registration page has already been closed. If you intend to send a confirmation reminder, but forgot to send a confirmation to your guests in advance, the system would also notify you of this.