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 people and participants
      • 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
  • Select recipients
  • Select a single booking (Fig. 1)
  • Select multiple bookings (Fig. 2)
  • Create and send email
  • Replacements

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  1. General
  2. Email communication from Converia

Send emails from the booking list

Management -> Attendee Registration -> Bookings

PreviousSend account information for (imported) personsNextArchiving conference data after an event

Last updated 2 months ago

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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

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

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.

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.

Fig. 1: Select a booking
Fig. 2: Select multiple bookings
Fig. 3: Send emails
Fig. 1: Select a booking
Fig. 2: Select multiple bookings
Fig. 3: Send emails