Create and send emails

Management -> Email communication -> Sending emails

All emails sent by Converia are stored in folders within the respective conferences. An overview of all existing emails appears when you open the email communication function. To create a new email, simply click on New email (Fig. 1).

Fig. 1: Start screen for sending mail

Create emails

In the following window, you have the option of customizing the email. Mandatory information such as email language, sender name and email address must be completed in order to continue processing.

Personal or conference-specific replacements can be used for the email text. Clicking on a replacement inserts it into the email text as #:Replacement:# (see Fig. 2).

Fig. 2: Available replacements when creating an email

Replacements

The following replacements are available in the email module:

• Salutation - polite form of address, academic title prefix and last name e.g. Dear Dr. Doe

• Full name - academic title prefix, first and last name, academic title suffix e.g. Dr. John Doe PhD

• Compact name - academic title prefix, first and last name e.g. Dr. John Doe

• Academic Title Prefix - e.g. “Dr.” or “Prof. Dr.”

• Given name

• Family name

• Academic Title Suffix - e.g. “PhD” or “MdB”

• Username - Converia user name

• Membership number

• Link request password - Link to the password reset page where recipients can start the password reset process.

• Link to confirmation of participation - Can be sent before or after the conference to all participants with a valid booking

• Invitation link for persons without an account - Relevant for person imports where no accounts have been created

It is possible to generate and send voucher codes or registration links with redeemed voucher codes via the mailing module (in large quantities) (Fig. 3, point 1). For more information, see Sending vouchers by e-mail.

In addition, registration links can be sent with a preselected price group. For these links to work, the preselected price groups must be active and visible (Fig. 3, point 2).

Fig. 3: Link to registration with preselected price group / voucher codes & registration link with voucher

HTML email

HTML emails can have reception problems because they can be blocked by spam filters, not displayed correctly or restricted by security settings. It is advisable to also send a plain text version of the email to improve deliverability.

You can create an HTML email. This offers more design options for texts, including the option to add images or HTML code (Fig. 4).

1. HTML email checkbox - Opens the HTML editor. The user-friendly interface makes it easy to create visually appealing and functional emails.

2. Source code - Provided you have the necessary HTML knowledge, editing via source code offers more precise control over the layout and presentation, as well as the possibility to take specific mail client requirements into account and thus ensure that emails are displayed consistently and visually appealing in different mail programs.

3. HTML Email RAW checkbox - For automated or dynamic email campaigns, HTML raw code can be used to directly implement personalized content and complex layouts.

Fig. 4: Creating an HTML email

Add recipients and preview

Once the email has been created and saved, additional tabs are made available.

When selecting the Recipient tab, recipients can be selected from the list of persons. Under Advanced search , many filter options can be used, such as participants with open invoices, participants with unprovided verification, authors of an accepted submission or all keynote speakers.

Fig. 5: Selection of recipients

As soon as all recipients have been added to the list, the email or the email content can be checked in the Preview tab. Individual recipients can be selected to display the content from the recipient's perspective so that the actual data is displayed instead of the replacements.

Voucher codes are only generated when the email is sent and are therefore displayed as **** until then.

Fig. 6: Preview of the email from the recipient's perspective

Attachments

Fig. 7: Attachments

Any number of attachments can be attached to an email.

1. The selection is made via the media browser in Converia (Fig. 7, point 1)

2. A selected file can be added using the Add file button (Fig. 7, point 2)

3. If the email has not yet been finally sent, attached files can be removed again using the ❌ (Fig. 7, point 3).

Large attachments can be blocked by servers. Compress files or use cloud services. Reduce the file size to minimize the environmental footprint and scan attachments for viruses. These measures improve efficiency, security and environmental friendliness.

Sending emails

Fig. 8: Schedule start time

As soon as the email content has been edited and checked, the recipient list has been filled and any attachments have been added, the email can be sent. Sending takes place in the Start sending tab and is usually triggered by a scheduled start time.

The scheduled start time can be selected via a calendar element (Fig. 8, point 1) and set using the Save starting time for emailing button (Fig. 8, point 2). If no time is set, the email or emails are sent immediately.

For mass mailings, it makes sense to choose a scheduled start time in the future. This allows corrections to be made after finalization. In addition, opening rates can be improved, overloading of mail servers and mailboxes can be avoided and dispatch times can be adapted to different time zones.