Email communication from Converia

Management -> Email communication -> Sending emails

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

Fig. 1: Confirmation after a successful booking

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 invoice overview, when the reverse charge procedure is activated, to start the Verify invoice – send approval email action (Verification mode)

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

• 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

Fig. 2: Payment reminder template in invoice management

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.

Fig. 3: Overview of emails sent

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.