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Composing an EmailUpdated 3 months ago

Crafting well-written and engaging emails is crucial for conveying important information, coordinating schedules, and fostering meaningful connections among participants. 

In this article, we will explore the step-by-step procedure for effectively crafting and delivering emails, as well as explain the range of features available within the b2match email tool.

How can I compose an email?

First, access the email tool by clicking Communications on the left sidebar and then choosing Emails.  

Next, choose who you want to send an email to; your participants, imported contacts, or organizers.

After this, choose when to send your email; either immediately or at a later time. 

Then, select the recipients by ticking the box next to their name.

Note: Keep in mind that by default every recipient is going to be ticked.

After that, you can use an email template provided by b2match or you can compose your own email in the Compose Email section. 

Once you have entered the email subject and composed your email, click on the Save button. 

This action will save your email in the Drafts section, where you can perform various actions such as previewing, editing, or deleting it.

To send the email, click on the Preview & Send button. 

You also have the option to test the email by sending it to your own email address using the Send a Test button. 

Once you are confident that the email is ready to be sent to the participants, click on the Send to recipients now! button located at the bottom of the screen. 

How is the Compose Email section structured?

The Compose Email section consists of the Mail Subject and Mail Body.

Mail Subject

In the Mail Subject field, type in the subject of your email. This helps to provide a clear and concise summary of the content you wish to convey. 

Mail Body

The Mail Body field offers several customization options in the form of buttons at the top of this field. Here, you can see 13 buttons: HTML, Format, Bold, Italic, Lists, Indent, Outdent, Variable, Link, Image, Text Color, Size, and Action Button.

The Mail Body field provides a range of customizable options conveniently located at the top of the interface. These options are accessible through 13 buttons, each serving a specific purpose:

  1. The HTML button allows you to view your email in HTML format and make necessary edits to the HTML code if needed.

  2. The Format button enables you to customize the appearance of your text. Whether you prefer a standard text style, a visually distinct quote view, or headings ranging from 1 to 5 for better organization, the Format functionality provides you with versatile choices.

  3. The button enables you to apply bold formatting to your text, functioning similarly to programs like Microsoft Word. When the bold function is active, the button will appear grayed out.

  4. The button allows you to apply italic formatting to your text. When the italic function is active, the button will appear grayed out.

  5. The Lists button offers you the option to select between an unordered list, represented by bullet points, or an ordered list, displayed with numbers.

  6. The Indent/Outdent functions work hand in hand with the Lists button. The Indent function allows you to create a subpoint by indenting the text further, while the Outdent function moves the text outward to a higher-level bullet point. These functions provide you with precise control over the hierarchy and structure of your list items.

    Note: These buttons are specifically designed to work in conjunction with list items, allowing you to adjust the indentation and hierarchy of your content. If you do not have a list present, the Indent and Outdent functionalities will be grayed out.

  7. The Variable button offers a selection of different variables that you can incorporate into your email. You can effortlessly incorporate variables such as the recipient's name (full name, first name, or last name), email address, QR code, app code, or booth assignment. This feature eliminates the need for manually crafting individualized emails, allowing you to efficiently engage with recipients while maintaining a personal touch.

  8. The Link button provides a convenient way to insert hyperlinks into your email. You have the option to choose from various event pages to which you can link, including the dashboard, edit profile, my availability, custom questions, home, companies, participants, marketplace, agenda, meetings, confirm participation, feedback. Additionally, you can also add a personalized link.

    If you select one of the predefined event pages, the URL associated with a unique participant token will be automatically displayed in the URL field. Alternatively, if you select the "personalized link" option, simply copy and paste the desired URL into the URL field. Then, enter the text that you want to hyperlink to and click on the "Insert" button.

  9. The Image button grants access to the Image modal, which simplifies the process of adding images to your email. You can effortlessly upload an image by either dragging and dropping it directly into the modal or by clicking on the modal to browse and select the desired image from your files.

  10. The Text Color button allows you to modify the color of your text or apply highlighting effects. You can either change the text color or select specific portions of text and apply highlight color. This feature enables you to add visual emphasis, differentiate content, and enhance readability within your email.

  11. The Size button grants you the ability to adjust the font size within your text. While the standard font size is set at 14px, you have the flexibility to choose from a range of sizes, spanning from 10px to 30px.

  12. Action buttons provide personalized links for each participant, automatically directing them to a specific event page. These buttons serve as a convenient way to navigate to different pages within the event's website. Here are the available action buttons and their respective destinations:

    1. Dashboard: Grants participants direct access to their personal dashboard.
    2. Edit Profile: Allows participants to easily edit and update their profile information.
    3. My Availability: Takes participants to the availability page, where they can define their meeting availability.
    4. Custom Questions: Directs participants to the page where they can answer organizer-provided custom questions.
    5. Home: Leads participants to the event's home page, providing an overview of the entire event.
    6. Companies: Takes participants to their organization's dedicated page, showcasing organization details.
    7. Participants: Directly accesses the participants list, enabling participants to schedule meetings with other attendees.
    8. Marketplace: Takes participants directly to the Marketplace page, where they can explore available offerings.
    9. Agenda: Provides access to participants' personal agenda.
    10. Meetings: Leads participants to the Meetings page, where they can view their scheduled meetings.
    11. Confirm Participation: Initiates the confirmation process for participants to indicate their attendance.
    12. Feedback: Directly accesses the feedback form, enabling participants to provide their valuable input.
    13. Invitation: By clicking on this action button, you can send event invitations to participants imported from your previous events. For detailed information on sending event invitations, refer to the article Sending event invitations

Once you have selected the desired page to link with your action button, enter the text you wish to display on the button in the designated field. After that, click on the Insert button.

Warning: When sending emails, it is essential to avoid copying previously sent emails that may contain personalized action buttons or links for other participants. If you do copy emails, ensure that you remove any existing action buttons or links. Otherwise, a participant might get an email with a link that is personalized for another participant, which will give them access to someone else's profile.

If you didn't find an answer to your questions, please get in touch with the Support Team here.

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