With the help of professional email messages in the desired design, you can invite your contacts directly to your events, send current information about your event to a selected contact group or inform them about the cancellation of an event.

The doo email manager is an optional feature that can be activated for your doo account for a monthly fee. If you are interested in an offer, please contact your doo contact person or the doo customer support at any time.

 This article is divided in the following sections: 

 1. Create an email message 

2. Send an email message

3. Copy a campaign

 

1. Create an email message 

To create an email message, select the menu item Email messages on the left and click + New email message. Assign a name for the internal management of your email message and select the associated event and message language from the drop-down list.

 

 

1.1 Send-out settings

Choose an appealing subject for your message. We recommend that you choose an email subject of no more than 50 characters so that the subject is fully reflected in the email programs of your recipients.

 The default sender address for doo email messages is einladung@doo.net. As a reference for the recipients, you can also enter a sender name, which is displayed to the recipients in their inbox before the doo sender address. Select the name so that the recipients can uniquely identify you - this increases the probability of opening. On request, it is possible to set up an individual sender address for your doo email messages. Further information can be found here.

Replies to your message will automatically go to the reply address you provided.

In the send-out settings you also have the option of adding attachments to your email message. On the one hand you can add booking documents such as tickets or invoices. Please note that in this case only bookers, for whom the corresponding booking documents are available, will be contacted - otherwise they will be skipped during send-out. Additionally, you can also attach a calendar entry. The entry will be created as iCalendar file for your event so that the recipients of your message can directly add them to their Apple or Outlook calendars.

Important: Please note that display problems for pictures in Outlook are possible, because of the restrictions from Microsoft. If you would like to use this function, we therefore recommend to create your email in a way where it's understandable without the images. For an alternative you can create a button or link and insert it to your message - a manual therefore can be found here.

The File from custom event field as attachment function allows you to add files that you have created as an event field in the event as attachments.

How to create a file in the event can be found in the article "What are attributes and how do I use them best".

1.2 Recipients 

In the recipient dropdown, you can select the recipient group to which the email message is to be sent. We recommend that you create a test group consisting of yourself and, if necessary, some colleagues, and send each new message to this test group before sending it to an actual recipient list. In this way, you can check the correct display and links as well as the output of placeholders.

 Tip:  To create a test group, go to "Contacts" in the left menu and select "Create new contact". Enter your name and email address, create a new group, e.g. with the name "Test group" and click on "Add contacts".

 To make changes after the test send-out, switch to Sent in the overview of e-mail messages, copy the last message, edit it as required and start another test send-out if necessary.

When the design is final, select your actual recipient group from the dropdown. Please note that your recipient lists must be up to date and the maximum number of contacts you can send an email to for the first time is limited. All information on how to prepare your contacts for sending with doo and how to gradually increase your limit can be found here.

Under + Add contact group you can select additional recipient groups. 

 

1.3. Design & Content

 Click on + Select template and select an existing template or the Start from scratch option. We recommend that you use one of the templates and remove the unnecessary paragraphs or email contents from it. In principle you can also start without a template and create your own message.

 In the right menu you will find all email components that can be inserted into your message via drag & drop under Content. 

 

If you want to use the created email as a template for future messages and do not want to adjust the text content separately each time, you can use personalizations in the text that automatically play back the event data you entered, such as the event name or date. If you want to send an individual access or promotion code to the recipients with the message, select "Code" from the list. You can later select which code will be sent under "Settings for event invitation (1.4.)". 

 

To delete superfluous or incorrect blocks, simply click on the block in the template and select the trash can icon in the upper right corner. Click on the overlapping squares to copy the selected block.

To customize the email design, you can insert new lines and content: Lines span the entire width of the email, including the background. You can choose between rows with one or more columns. Contents are individual elements such as a text block or an image that can only be positioned within the content area. A row can contain multiple contents. The default contents of the predefined lines can be deleted or adjusted as required.

 

Each content and each line can be adjusted by clicking on the block via the settings in the right area. Whether image, text color, buttons, alignment, URLs or background color - you can change all settings at will.

 

For example, to connect login and logout buttons to the corresponding landing pages, select "Special link" for the link type. In addition, you can integrate invitation links for your event (for registration or "No" and "Maybe" buttons) as well as add the unsubscribe link under "General", which the recipients can use to unsubscribe from your doo distribution list for future invitations. 

Under the item Settings you can adjust general options which refer to the general appearance of the message.

 

 After customizing your message, choose Save or Save & Close to save the changes.

1.4. Add a Google calender link

In addition to the possibility to send a calender entry as email attachment (see 1.1. Send-out settings), you can also add a link to your email message that allows the recipient to add it to his google with just one click. This is helpful to remind him about the event and lower the no show rate.

Select the text field, where you would like to add the link and select "Special links" from the task bar, click on "General" and select "Google Calendar"

The link will automatically created for the event that is linked to your email message and contains information such as name, event date and location.

1.5 Settings for event invitations

The "Event invitation settings" section in the message details is only displayed if you have selected special links for invitations in your message and/or a code under personalizations.

In the settings, you can then select which page your recipients should be redirected to when they click the sign-up button. Enter here the corresponding landing page completely including https:// (either the doo standard event page or your own website where you have integrated the doo widget).

You can also select here whether or which promotion or access code should be sent with the message and whether contact data should be pre-filled in the booking process (more information on pre-filling data can be found here). Provided you have created appropriate buttons in the email, you can also specify what happens when a recipient clicks on "Maybe" or "Cancel".

 

2. Send an email message

Once you have completed the above steps, click the Send-out settings button in the email message details. 

 

Under the items Date and Time you can now set the scheduled send-out time and set it by clicking on Schedule.

You will find all email messages with scheduled dispatch in the overview under the "Scheduled" tab. Messages that have already been sent can be viewed under "Sent". 

If you want to make changes to the campaign afterwards or reschedule the send-out date, you can stop the send-out by clicking the Cancel send-out button, make the desired changes to the existing design and then specify a new send-out date.

After successful sending, you can view the success report as well as follow the individual email activities "live". 

The email editor of doo is optimized for standard email clients - if you or your recipients are using an older version or an unusual email management program, it may lead to restrictions in the display of the email message.

 

3. Copy a campaign 

To copy an existing email message, click the three vertical points on the right side of the message overview and select Copy message. Both drafts and scheduled or already sent email messages can be copied.