Use this page to add or edit a Group Campaign or Acknowledgement.
This page can be accessed by adding or editing a campaign or acknowledgement from the Event menu - Communications - Campaigns & Acknowledgements, or the Hotel or Organization menu - Libraries - Communications.
Refer to the Overview of Group Campaigns and Acknowledgements help topic for a definition of each campaign and acknowledgement type.
TIPS:
If adding a new campaign to an event (not a hotel or organization), you have the option of copying from an existing campaign by clicking the copy from an existing campaign link. Use this link if there is a similar campaign of the same type in this event.
Within events, you can copy email content from a campaign or acknowledgement from another event. To do this, click the Copy from Event button at the bottom of the window. In the pop-up window, search for the event. Once an event is selected, you are presented with a list of available campaigns or acknowledgements of the same type to copy.
If editing a campaign or acknowledgement for an event, you can click on the Reports tab to see when the email was sent, how many were sent, and the percentage of the messages that have been opened.
Use the Revert to Default button to revert all settings and content on the page to the system defaults for this type.
If adding from the library, the campaign or acknowledgement must be turned ON in the library in order for it to be available at the event level.
The following sections describe how to add or edit campaigns and acknowledgements.
To add or edit a campaign, perform the following on the Campaign Settings tab:
In the Name field, enter a unique name for this campaign. The name should be descriptive.
Optionally, use the ON/OFF switch to turn on the campaign. In events, the campaign is not sent to your group guests while the campaign is off. In a hotel or organization Library, campaigns that are off are not visible to events or Bundles. It is strongly recommended that campaigns be customized and previewed before being turned on.
In the Timing section, determine when to send the email. You can enter an actual date (Custom Date) or you can have the email sent a specific number of days before or after an event milestone. You can also set a specific time of day that the campaign should be sent. The date milestones vary depending on the campaign type. Hotel Reservation Notification campaigns start automatically on each hotel's specific Reservation Access Date.
For events, the Recipients section defines who should receive the campaign. Based upon the campaign type, the recipient options vary. The following describes each recipient option:
All Reservation Guests. Each guest within a reservation with an email address will receive the campaign.
Reservation Primary guest only. Only the first guest in the reservation will receive the campaign.
Integrated Hotels / Non-integrated Hotels / All Hotels. The Hotel Communication campaigns available to Organizers allows options to which type(s) of hotels to send the communication. Integrated hotels have the ability to receive reservations electronically through GroupLink. Non-integrated hotels must process reservations manually into their reservation system.
Respect the Opt-in setting. Click this checkbox to avoid sending unwanted email to recipients who have requested not to receive promotional emails. The Opt-in setting is tracked at the event level (not the hotel or organization level). It is appropriate to check this box for any email that is promotional. For campaigns that are reminders of reservations or include critical information that is not promotional, it is acceptable to uncheck this setting. Attendees can opt-in to event promotional email when making reservations, and each email will have an "opt-out" link if they no longer want email.
Exclude Guests with Booking Contact. Click this checkbox to avoid sending emails to guests with reservations that are part of a group booking. This option only appears if the Group Booking feature is enabled.
Hotels. Click the Select Hotel link to choose the hotel. Click the Change Hotel link to change the hotel. Click the X to switch back to all hotels.
Filter by. Some campaigns can be sent to specific Attendee Types or Room Types. Use the radio button to switch between the two. Click the Select Attendee Types or Add Room Types link to specify the type to receive the campaign. If the event has multiple hotels and the campaign is going to all hotels, you cannot filter by Room Type.
Import List. Some campaign types allow importing a list of email addresses from an Excel file. Imported lists can contain three columns for email addresses, first names and last names only. Up to 2,000 email addresses may be used at a time.
Prior Event. The Announce Event and Quick Notify campaign types allow using email addresses from a previous event. When choosing this option, an email is sent to all attendees with an active (non-cancelled) reservation in the selected event. Only one email will be sent per email address.
See the Adding or Editing Content section below for the procedure to edit the format and content of your Group Campaigns.
Click the Send test message link to enter the email address recipient of the test message then click Send. NOTE: When you preview an email by clicking its name or by sending a test message, keep in mind that its content displays generic (dummy) data that is not based on your event or account data.
Click Save to save the campaign.
To add or edit an acknowledgement, perform the following:
In the Name field, enter a unique name for this acknowledgement. The name should be descriptive.
Optionally, use the ON/OFF switch to turn on the acknowledgement. In events, the acknowledgement is not sent to your group guests while the acknowledgement is off. In a hotel or organization Library, acknowledgements that are off are not visible to events or Bundles. It is strongly recommended that acknowledgements be customized and previewed before being turned on.
In the Recipients
section, click the Select Attendee
Types link to choose the Attendee Types that will receive this
acknowledgement and not the default acknowledgement.
The first acknowledgement of each type is the default. When adding
additional acknowledgements to events, you can define which Attendee
Types should receive the custom acknowledgement email. This
option is only available when there is already an acknowledgement
of that type in the event. The default acknowledgement type is sent
to all Attendee Types except those that have their own acknowledgement.
See the Adding or Editing Content section below for the procedure to edit the format and content of your acknowledgements.
Click the Send test message link to enter the email address recipient of the test message then click Send. NOTE: When you preview an email by clicking its name or by sending a test message, keep in mind that its content displays generic (dummy) data that is not based on your event or account data.
Click Save to save the campaign.
You can review and edit the campaign or acknowledgement email as follows. The email content depends on which campaign or acknowledgement type you selected.
In the Layout field, determine the layout by selecting one of the pre-formatted layouts. To create a new layout, select the Custom option.
In the Background Colors section, for certain campaigns only and if using one of the Passkey pre-formatted layouts, you can select the background, header, body, and footer colors for the different sections of the email. Click on the color palette to choose a different color or enter the HEX number of your desired color choice. Alternatively, you can upload an image to populate the background of each area of the campaign. If using a custom layout, you will not be presented with this option. The Tile Image checkbox controls whether the image is shown once or is tiled (repeated) in the background.
Enter the subject text in the Subject field.
Optionally, enter a name in the From Name field. Guests receiving the email will see this name as the entity or person who sent the email. By default, the field contains the event name.
Optionally, select a reply-to email address from the list in Reply-to Email. If none are available, the selection None can be used to send any replies to an unmonitored email address.
TIP: Set up a reusable list of email address in your hotel profile under Hotel: Defaults or organization profile under Organization: Defaults.
Use the Insert Tags drop-down lists to add placeholders, which are replaced with dynamic data from the event, hotel or reservation. See the Editing the Email Using Tags section below for further details
To edit the email message, click anywhere in the message window and the text becomes editable. You can use the various editing tools from the toolbar to customize the message, such as bold, italics and bullets.
TIP: Edit the email in plain text by clicking the Plain Text View button and editing the email in the pop-up window.
TIP: If you are familiar with raw HTML, you can edit the email in HTML by clicking HTML in the toolbar. This is particularly useful when copying and pasting in HTML from another source.
Click the Send test message link to enter the email address recipient of the test message then click Send.
Click Save to save the campaign or acknowledgement.
Tags are placeholders that are replaced with dynamic data from the event, hotel or reservation. For example, the Room Type tag is replaced with the actual reservation Room Type when the email is sent. The Insert Tags feature allows adding event, hotel or guest specific information to the email. To insert a tag:
Use the first Insert Tags drop-down to select a category of tags, such as Event, Hotel, Recipient, RegLink, or Reservation.
Use the second Insert Tags drop-down to select the type of information you wish to insert.
In the email body, place your cursor where you want the tag to be inserted.
Click
the plus sign icon (
)
next to the tag name. The tag is inserted in the email message body.
For example, to insert the web address of the event:
In the first drop-down, select Event.
In the second drop-down, select Attendee Website URL.
In the email body, place your cursor where you want the text to be inserted.
Write a new paragraph: "The website is located at " then place your cursor at the end of the sentence.
Click
the plus sign icon ().
The ${ Event.AttendeeWebsiteURL} tag is inserted.
TIP: The date/time format for all date related tags follows dd-mmm-yyyy format with "mmm" being the month spelled out in the default event locale language (that is French event will use French month, German uses German month, etc.).