Converia Manual
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  • 🚧Under Construction
  • Converia at a glance
  • Glossary
  • General
    • A new event in Converia
      • Create a new conference
      • Central settings and individualization
        • Conference name, location and date
        • Header, logo and visibility
        • Contact information
          • General contact
          • Registration contact
          • Contact person for submission and review of papers
        • Central form settings for entering personal data
        • Mandatory information (General terms and conditions, Imprint, Privacy policy)
          • Add and link terms and conditions (GTC)
          • Add and link a privacy policy
          • Add and link imprint
    • Your own Converia website
      • Article
        • Add and edit article categories
        • Add and edit articles
          • Types of articles
            • Create articles with Rich Text Editor (RTE)
          • Article languages
      • Page structure
        • Create and edit folders
        • Create and edit pages
          • Page templates
          • Action names
          • Page content and modules
            • Restrict the visibility of page content
          • Page link
      • Structured data
      • Media
      • Link the organizer's external website
    • Email communication from Converia
      • Create and send emails
        • Send vouchers by email
        • Send link for password reset
        • Send link to participation confirmation
        • Send account information for (imported) persons
      • Send emails from the booking list
    • Archiving conference data after an event
  • Attendees
    • Setting up the registration
      • Checklist: Have you considered everything before starting the registration?
      • Activation of the registration
      • Inquiry of interest before the start of registration: Pre-registration
      • Basic setup of the registration
        • Request of attendee-data in the registration process
          • Standard form fields
          • Custom fields for all persons
          • Custom fields for certain groups of persons
        • C3 - The login area for attendees
        • Methods of payment
          • Simple customization of existing payment methods
          • Creating new payment methods
          • Special case: Free participation as a payment method
          • Enable and restrict payment methods for persons and countries
          • QR-Invoice
        • Free events without invoices
        • Providing the booking confirmation before or after receipt of payment
          • Providing the booking confirmation: Only for paid invoices
          • Providing the booking confirmation: Never
          • Providing the booking confirmation: Upon confirmation
        • Individual information texts and additional information in the registration process
          • Customized content on the final page
      • Create the offer overview
        • Tips for working in the offer wizard
        • Create offers and their structure in the offer wizard
          • Extended configuration options for categories
          • Extended configuration options for offers
            • Additional mail attachments and mail texts for certain offers
          • Define dependencies between offers
        • Price groups (types of participation)
        • Extended configuration of price groups
          • Mail attachments for certain price groups
        • Define registration periods
        • Questions and answers
          • Overview of answer links
          • Hide/deactivate offers automatically
          • Additional queries within offers
          • Editing questions, answers and links
          • Clean up answers
        • Set contingents
          • Set contingents for offers
          • Set contingents for booking options (answers) within offers
          • Display utilization of contingent offers in the frontend
          • Deposit total contingents across all offers
          • Deposit contingent for early bird discounts
          • Set up waiting list for fully booked offers
        • Restrict the visibility of offers
        • Map offers for accompanying persons
        • Hotel bookings for attendees
        • Mapping tax rates
          • Create new tax rates
          • Mapping different tax rates within one offer
        • Reverse charge in the booking process
          • Reverse charge setup
          • Reverse charge procedure in the front end
          • Reverse charge procedure in the backend
      • Create templates for invoice, booking, participation and payment confirmation
        • Set up invoice document
        • Set up booking confirmation
        • Set up confirmation of participation
        • Update attendance confirmation
        • Set up payment confirmation
      • Cancellation terms
      • Vouchers
        • Configure types of vouchers
        • Create and manage vouchers
      • Lists of participants for organization and information
      • Create surveys for participants
    • Manage persons and attendees
      • Language of a person
      • Find and synchronize duplicate personal entries (duplicate synchronization)
      • Persons in papers – author addresses vs. main address
      • Import people into Converia
        • Reviewer Import
        • Members
          • Configure matching criteria for member lists
      • Optimal overview of the registration status: customize the dashboard display
      • Managing bookings and invoices
        • Create new bookings
        • Create new invoice
        • Update invoices
        • Cancellation at a glance
          • Cancel an invoice
          • Cancel a booking
          • Editing or canceling booking options
            • Edit an offer
            • Charge a handling fee and show it on the invoice
        • Change invoice recipient or billing address
        • Insert additional information on individual invoices
        • Complete incomplete booking in the backend
        • Add to or edit booked offers
          • Adjust price group retroactively
          • Adjust payment method retroactively
          • Add a voucher retroactively
        • Exchange participants in a booking
        • Export invoices
        • Extended statistics
      • Managing payments in Converia
        • Send payment reminders (dunning letters)
        • Change payment method of participants
        • Make backdated payments
        • Make a credit card payment in the backend
        • Enter payment or credit memo for an invoice
        • Payment exports
        • Accounting interface
      • Import bookings into Converia
        • Create predefined shopping cart
        • The booking assistant
    • 👨‍💻Speaker Mangement
    • 👨‍💻Check-In on site
      • Payments on site for ticketing customers
      • Set up self-service
      • Configuring the scanner for on-site use
  • Papers
    • Configuration of paper submission
      • Configuration of abstract submission
      • Custom frontend submission text
      • Paper topics
      • Forms of presentation
    • Configuration of reviewing process
      • Activation, phases and deadlines
      • Define review criteria
      • Revision of the paper by the submitter
      • Test of the review in the frontend
      • Create reviewers and assign topics
      • Assign papers to reviewers for review
  • Tips for reviewers: How to review many papers faster
  • Ticketing-Processing with Converia
    • General information
      • Distribution of attendees' funds
      • Who is responsible for cancelations or rebookings?
      • Cancellation or rebooking costs
      • Test bookings
      • Send payment information for (subsequent) payment
      • Contact details
  • ADMINISTRATION
    • Rights management for Backendusers
    • Data cleansing in Converia
    • Create subsequent subportal (language)
    • Adding Custom Fields
    • Adding new Payment processors
    • Converia APIs
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On this page
  • Automatic email dispatch
  • Manual email dispatch
  • Email folder / email history

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  1. General

Email communication from Converia

Management -> Email communication -> Sending emails

PreviousLink the organizer's external websiteNextCreate and send emails

Last updated 2 months ago

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In Converia, emails can be sent to attendees, submitters or other groups of people. The email module makes it easy to create newsletters, send special offers or simply provide information.

The following pages explain step by step how emails can be created and sent to individuals or entire groups of people. Various use cases such as sending newsletters or distributing voucher codes are presented and explained.

Automatic email dispatch

Emails are sent automatically in some processes. The email texts can be customized in email templates in the configuration area.

Emails are only sent automatically from the front end. Processes in the backend do not trigger automatic email dispatch; however, it is possible to send emails manually in many places.

Automatic dispatch in the frontend takes place

  • after a successful booking

  • after a completed paper submission

  • for resetting the password

  • after the creation of a new user account

Is the email dispatch not working?

Please first check whether the emails have been sent from Converia. This is indicated by the status symbol in the email list (Fig. 3).

If it is clear that the email has not been sent, the next step is to check whether the general contact persons have been created correctly and with an email address. Depending on the module, these addresses serve as the sender and must be present for the dispatch to work.

If all details are correct and the sending status is positive, the email has been sent but not delivered to the recipient. In this case, please contact the responsible email administrators or Converia Support.

Manual email dispatch

There are many ways to send emails from the backend. You can either use the email module to write your own texts and select specific people (groups) as recipients, or you can use ready-made texts that are available in many places in the system.

Emails can be sent at the following points:

  • After changing a booking or invoice (invoice or booking info mail)

  • When adding payments in the invoice management

  • In the invoice overview to send payment reminders (Fig. 2)

  • In the review process of the papers (workflows), for example to inform reviewers about the start of the review or submitters about the rejection or acceptance of their papers

  • When publishing the conference planner after the papers have been scheduled

Email folder / email history

All saved or sent emails are located in email folders. System-generated emails are automatically stored in a corresponding folder; the location can be freely defined for self-generated emails.

Click on All or a specific folder and then on Search to display the stored emails.

The pencil icon can be used to edit unsent emails and add or delete recipients. You can also set the sending time and add file attachments.

Only the preview function can be used for emails that have already been sent. Subsequent editing is no longer possible.

Emails that have not been sent can only be deleted individually.

In the invoice overview, when the reverse charge procedure is activated, to start the action (Verification mode)

to send booking or billing information or to provide information about the status of the verification check (Verificiation mode)

In the booking list
Verify invoice – send approval email
Fig. 1: Confirmation after a successful booking
Fig. 2: Payment reminder template in invoice management
Fig. 3: Overview of emails sent
Fig. 1: Confirmation after a successful booking
Fig. 2: Payment reminder template in invoice management
Fig. 3: Overview of emails sent