Send emails from the booking list

Management -> Attendee Registration -> Bookings

If participants need booking- or invoice-related information such as a booking confirmation or need to be informed about the status of the verification check, Converia enables the targeted sending of an info mail – both individually and in bulk.

The email can contain individual links to booking confirmations and invoice documents, which can be sent to individuals or entire groups. Templates for the subject line and email text make it easier to create and can be flexibly customized. Thanks to replacements, the address remains personal even when sent in bulk, and individual links are automatically inserted.

Select recipients

The selection of recipients is made in the booking list based on the linked bookings.

Select a single booking (Fig. 1)

1. Select the booking using the checkbox in the booking list

2. Scroll to the end of the list

3. Open the drop-down menu below the list and select Send mail in the Booking confirmation section

4. Carry out action

Fig. 1: Select a booking

Select multiple bookings (Fig. 2)

By default, only 50 lines are displayed per page in the booking overview. If you have entered multiple bookings and want to send the email in bulk, we recommend changing the filter to display all lines.

1. Select bookings

   1. Use the checkbox to select multiple bookings if you want to capture specific bookings

   2. Use the Selection options button and the Select visible option if you want to include all visible bookings when sending the booking info mail.

2. Scroll to the end of the list

3. Open the dropdown below the list and select Send mail in the Booking confirmation section

4. Carry out action

Fig. 2: Select multiple bookings

Create and send email

The email can be created in all event-relevant languages. Templates and replacements are available for both the subject line and the email text, allowing you to send booking information or provide information about the status of the application.

Of course, you can also design the subject line and email text however you like and add the given replacements.

Fig. 3: Send emails

Replacements

The following replacements are available for sending the info mail from the booking list:

Person

• 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

• First name

• Last name

• Username - Converia user name

• Company

• Occupation

• Department

Conference

• Name

• Abbreviation

Booking

• Shopping cart content

• ID

• Booking amount

• Link text - Link to booking confirmation with description

• Link - Link to booking confirmation

Invoice

• Number

• Link text

• Link

Registration contact

• Full name

• Street

• Postcode

• Town

• Email

• URL

If email attachments were set up during the configuration of price groups in the event, these price group-specific attachments can be sent with the info mail from the booking list.

The e-mail is sent immediately, which is why it should be ensured that all the desired information is included in the e-mail.