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The email types and their use

Julia Walther Updated by Julia Walther

In this article, we will introduce you to the different email types that are available in Sweap for communicating with your guests.

Sweap offers you different types of templates for the configuration of your emails:

  • Save the date
  • Invitation
  • Reminder to reply
  • Confirmation email
  • Reminder for confirmed guests
  • custom email

Please note that some of these email types change the status of your guest.

Save the date

The "Save the Date" email allows you to send general information about an upcoming event relatively freely. A "Save the Date" email can be sent even before an official invitation is sent. With the help of an iCalendar file you give your guests the possibility to save the date of the event in their own digital calendars (e.g. in Outlook, GoogleCalendar, AppleCalendar etc.). Please note that some mail programmes mark emails with attachments as spam. "Save the Date" emails do not change the status of your guests.

Invitation

The type "Invitation" is used for the official invitation to the event. You can include all important event information such as pictures, the date of the event and other text information. You can also implement the buttons for acceptance or cancellation in this email. Sending an "invitation" changes the status of your guests and sets it to "no response". Sending an invitation also generates the invitation code for registration or the wallet/passbook function.

Please note that you can only send emails of the type "Invitation" if you have already created an associated registration page.

In the configuration of your invitation you can also set which registration page you want to send your guest to for registration. This function is particularly practical if you want to invite guests from different segments and accordingly request different registration information from your guests. If you have only created one registration page, you can also keep our default setting, we always link your default registration page by default.

Reminder to reply

With an "invitation reminder", your guests are reminded of an invitation that has already been sent. This is helpful if your guests have not yet accepted or cancelled despite a successful invitation. Please note that the status of your guests also changes when an invitation reminder is sent and is set to "No response" if they do not yet have an invitation status. If there is no invitation code yet, this will also be generated by sending an invitation reminder. Please note that you can only send emails of the type "Invitation reminder" if you have already created an associated registration page.

With an invitation reminder you can also set which registration page you want to send your guest to.

Confirmation email

A "confirmation email" confirms the successful acceptance of your guests. Since a confirmation email is a message that your guests receive after they have accepted your event, you can attach a QR code and the ticket as a PDF file to this email. You can also add the wallet/passbook or an iCal file to the email via the ticket settings.

Note: You can also convert emails of the type "Confirmation" into an automatic confirmation within the configuration. You can make this setting in the last step "E-mail tests and finalisation".

Activate the automatic confirmation so that the guest automatically receives the confirmation email when he/she accepts the event.

Sending a confirmation email changes the guest status. The status is changed to "accepted". Within a confirmation email you can also give access to your virtual event page.

Within the configuration you can activate that this email is linked to your virtual event page from Sweap. If you activate this function, you can also choose to which virtual event page you want to send your guest.

In addition to linking the virtual event page, you can also select the registration page to which you want to send your guest again if necessary. This setting is important if you are using placeholder links within your email. If you use placeholder links and do not link the correct / desired registration page, our system will automatically send your guest to the registration page defined as the default.

Reminder for confirmend guests

With the help of reminders for acceptances, you can send a reminder to the guests once again. You can also define and edit other ticket settings for this email type, such as inserting the QR code or an iCalendar file. Sending a confirmation email changes the guest status. The status is changed to "Confirmed" if this has not already been done. Within the reminder for acceptances, you can also give access to your virtual event page again.

As with a "confirmation email", you can also activate the configuration of the "reminder for commitments" so that this email is linked to your virtual event page from Sweap. If you activate this function, you can also choose to which virtual event page you want to send your guest.

In addition to linking the virtual event page, you can also select the registration page to which you want to send your guest again if necessary. This setting is important if you are using placeholder links within your email. If you use placeholder links and do not link the correct / desired registration page, our system will automatically send your guest to the registration page defined as the default.

Custom email

With this email type, you can, as the name suggests, create a free email according to your wishes. This allows you to communicate different information to your guests, such as thank-you messages, pictures of the event or something else entirely. When sending free emails, the status of your guests does not change.

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