The Message Details screen is where you compose communications to your event attendees. You can send messages to both registrants and ticket buyers to communicate important event announcements.
Composing Your Message
Compose your message by filling in the required field Subject and a Message Body fields. You can include an optional Message Link to a valid website address that will be included at the bottom of the message email.
Go to the Event Manager App > Messages section > Messages tab.
Select an existing message and click Edit, or click the + Add button to compose a new message.
The Message Details screen will open. On the Messages tab, compose your basic message details.
Sharing Your Message
On the Share tab, you can choose how you want to share the message and set targeting criteria for your message.
Choosing Message Recipients
By default, new messages are Public, meaning they are visible to anyone visiting your Event Portal. If you choose to send the message as an email, it will go to all event attendees.
To share a message privately with specific recipients, set Recipients to Selected Recipients (Private) and choose the recipients you want to share the message with. You can share a message with specific registrant or ticket holder groups.
How to Target Recipients Using Filters
Filters can be used to target a subset of the selected Recipients. For example, you can send a message only to Approved registrants, or can send a message only to certain registrants that answered a registration question with a specific answer.
Filtering By Registration Form Answers
For messages sent to Selected Recipients (Private), you can further narrow the audience that will receive the message by filtering recipients by the answers registrants gave to custom fields on their registration form. This feature can only filter by recipients received through a registration form.
Add one or more filter rows in the recipient filter area, each naming a form field, a condition (such as Is Blank, Equals, Includes, or File Does Not Exist), and a value where needed. A registration must match every row for its registrant type to be included, and the filters apply both on the Event Portal and when the message is emailed. The recipient count in the editor updates as you add filters.
For the full list of conditions by field type and details on how filters are applied, see Messages: Filter Recipients By Registration Form Answers.
💡Answer filters are only available for private messages. They are hidden when Recipients is set to Everyone.
Filtering by Recipient Filters
Recipients can also be filtered by the status of their registration or ticket order by using the Recipient Filters setting:
Recipient Filters | Description |
Approved\Valid (registrants & ticket buyers) | Only approved\valid registrants or ticket buyers will be able to see the message when it is posted to your Event Portal and/or emailed to recipients. When this Recipient Filter option is selected, you may also choose to further restrict messages to only Checked-In registrants or ticket holders by checking the "Share with only checked-in registrants & ticket holders" setting. |
Pending (registrants only) | Only pending registrants will be able to see the message when it is posted to your Event Portal and/or emailed to recipients. Tickets cannot be pending, so this setting only applies to registrants. |
Declined (registrants only) | Only declined registrants will be able to see the message when it is posted to your Event Portal and/or emailed to recipients. Tickets cannot be declined (only canceled), so this setting only applies to registrants. |
Canceled (registrants and ticket buyers) | Only canceled registrants and/or ticket buyers will be able to see the message when it is posted to your Event Portal and/or emailed to recipients. |
Share with only checked-in registrants & ticket holders | Only registrants and ticket holders that have been checked-in to your event will be able to see the message when it is posted to your Event Portal and/or email to recipients. |
Posting A Message To Your Event Portal
Messages you create can optionally be posted to your Event Portal, immediately or scheduled in the future. To post a message to your Event Portal, simply choose Publish to Event Portal now or Schedule publish to Event Portal.
If you enabled the Selected Recipients (Private) setting, the message will only be visible on your Event Portal to the selected recipient groups when they sign-in to view the Event Portal.
📝Notes:
For messages targeting specific Registrant Types, only approved registrants will be permitted to view the message on your Event Portal. Pending or declined registrants will not be able to view private messages on your Event Portal.
If you only wish to send an email, you do not need to publish the message to your Event Portal.
Sending Your Message As An Email
You may optionally send the message as an email to your event attendees by first accepting ClearEvent's anti-spam policy. Once accepted, you can choose from two email deliverability options:
Email Delivery
Send email now:
This will send the email immediately when you click the Send as Email button. If you have previously emailed your message, clicking the Send as Email button again will prompt you to choose if you would like to resend to all attendee, or only to new attendees received since the last email was sent.
Send email later:
This will allow you to schedule the message to be sent as an email at a scheduled time that you select. Messages can be scheduled to be sent every 15 minutes on the hour.
By default, scheduled message will be sent in the time zone of your event, but you may choose an alternate time zone if needed. If you schedule the same email twice, you can choose to resend the email to all attendees, or only to new attendees received since the last email was sent.
Setting a Reply-to Email
By default, messages sent as email without a Reply-to Email specified cannot be replied to by the recipient and will be marked as "no-reply_". If you wish to allow recipients to reply to the email, you must provide an email in the the Reply-to Email setting. This email address will receive the replies if the recipient chooses to reply to your message.
Composing Your Message
Compose your message by filling in the required field Subject and a Message Body fields. You can include an optional Message Link to a valid website address that will be included at the bottom of the message email.
💡We recommend following these email tips to avoid triggering any Spam filters in your recipients' inbox.
Email Placeholders
You can personalize the Message Body with placeholders, such as the recipient's first name, a secure sign-in link, or a link to your Event Portal. Click the Insert Placeholder (tag icon) button in the Message Body editor toolbar to choose from the placeholders the Message Body supports, or type them directly. See Message Body Placeholders for the full list and Inserting Placeholders With The Rich Text Editor for how placeholders work.
Adding Message Attachments
You may add up to five (5) file attachments to any message. Secure download links to download these file attachments will be included in the message.
A note about spam
When sending emails, keep these friendly tips in mind to steer clear of spam filters:
Use clear, genuine subject lines without ALL CAPS or flashy words like "free", "Guarantee", "Act now", and "Special promotion".
Ensure the body of your message is also clear of these words.
Test your email with spam checker tools before a big send-off.
For more in-depth recommendations, check out this article.
Happy emailing!