E-mail messages: How to create a new message

With the help of professional email messages in the design of your choice, you can invite your contacts directly to your events, send a selected group of contacts up-to-date information about your event 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 feel free to contact your doo contact person or our Support Team at any time.

1. Creating an email message

To create an e-mail message, select the “E-mail messages” menu item on the left and click “+ New email message”.

Assign a name for the internal administration of your email message and select the assigned event and the message language in the dropdown.

By clicking on “Save”, the draft is saved and you can continue with the send-out settings, recipients, design & content and other settings for the message. You can access and customize each of these by clicking on “+ Add info”.

1.1. Send-out settings

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

The sender address is by default for doo email messages. As a reference for the recipients, you can additionally enter a sender name, which will be displayed to the recipients in their inbox before the doo sender address. Choose the name so that the recipients can clearly identify you – this increases the opening probability. On request, it is possible to set up an individual sender address for your doo email messages. You can find more information about this here.

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

In the send-out settings you also have the option to add attachments to your email message: On the one hand, booking documents such as tickets or invoices. Please note that in this case, only contacts will be written to if the corresponding booking documents are also available for them – otherwise they will be skipped when sending the message. You can also attach a calendar entry to your message. The entry will be created as an iCalendar for your event, so that the appointment can be saved directly in your Apple or Outlook calendar.

Important: Please note that when sending calendar entries, there may be display problems with the images in Outlook due to Microsoft’s restrictions. Therefore, if you want to use this feature, we recommend that you design your email so that it makes sense without images. Alternatively, you can include the calendar entry as a button or link in your message instead of sending it as an attachment – you can find instructions on how to do this here.

The function “Attach file from own event field” allows you to add files that you have created as event field in the event as attachments. How to create a file in the event can be found in the article “What are event fields 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 should be sent. Read this article to learn how to create an appropriate contact group in advance.

Under “+ Add contact group” you can additionally select further recipient groups.

Please note that your recipient lists must be up to date and the maximum number of contacts you can write to with an email message for the first time is limited. All information on how to prepare your contacts for sending with doo and gradually increase your limit can be found here.

1.3. Design & Content

1.3.1. Templates

Click “+ Select template” and select one of the existing templates or the “Start without templates” option.

We recommend to use one of the templates and remove the unnecessary paragraphs or email content from the draft. In principle, you can of course start without a template and compose your own message. If you wish, we can also create individual templates for you. For more information, please contact your doo contact person.

1.3.2. Email Editor: Define basic structure

You will be taken to the doo email editor where you can design your message.

The doo email editor structures messages into individual rows, in each of which content elements can be inserted. Rows span the entire width of the email including the background. You can choose between rows with one or more columns. A row can contain multiple content items. Content items are individual elements such as a text block or an image that can only be positioned within the content area. The default inserted contents of predefined lines can be deleted or adjusted as needed.

To customize and adapt the template you have chosen, you can edit the existing content as well as manually insert new lines and content. For this purpose, you will find all available blocks in the left menu and you can drag and drop them into your message.

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. By clicking on the overlapping squares you can copy the selected block.

In the “Settings” tab in the left menu you can also define overarching settings such as background or font for your message.

1.3.2. Email editor: customize content

Whether image, text color, buttons, alignment, URLs or background color – you can implement all settings as you wish. Every row and every content element can be customized via the settings in the left area when clicking on the respective module. Customize text

For example, if you click on a text field in your message to customize its content, you will see the content properties on the left. You can paste your text directly into the text field and format it as you wish using the toolbar that appears above the text field in the editor.

If you want to use the created email as a template for future messages and do not want to adjust the text contents separately each time, you can use merge tags in the text in the sense of placeholders, which, for example, automatically inserts the event data you entered, such as event name or date. To do this, click on “Merge Tags” in the toolbar of the text field and select the appropriate placeholder. If you want to send the recipients an individual access or promotion code with the message, select “Code” from the list. You can select which code is sent later in the event invitation settings of your message (see 1.4.).

Besides normal links, you can also insert special links in your text. Special links allow recipients to trigger certain actions in your doo account. For example, you can insert a Google Calendar link or, by selecting the “Unsubscribe” link, you can include the unsubscribe link in the footer of your message, which recipients can use to unsubscribe from your doo mailing list for future invitations. Customize image

If you select an image element, you can exchange the image in the left column via “Change image” and make further settings. Under “Action” you can define as a target that a certain action should be executed when clicking on the image, e.g. a certain URL should be opened. For example, in order to integrate registration and declination buttons into an event inviation message, select “Special link” and assign the respective invitation special links (registration or “No” and “Maybe”) to the corresponding buttons. To which URL these special links will lead, you can define later in the settings for event invitation” (see 1.4.).

1.4. Event invitation settings

Depending on whether or which personalizations and special links you have included in your message, you will see further options at the bottom of your message details page under “Event invitation settings” after having saved the current design and content of your message. Enter there, for example, the URL that should be opened when clicking on the registration link and via which the registration should take place, select a code to be sent along and specify whether contact data should be pre-filled in the booking process or not.

2. Test message

We strongly recommend that you first send each message to yourself or a test group consisting of yourself and possibly some colleagues before sending it to the actual recipient group. This way you can check the correct display and links as well as the output of placeholders and links.

After you have clicked on “Send test message”, you can select either individual contacts or a contact group as recipients. All recipients must already be created as a contact in your contact center. How to create contacts manually or import them into doo, you will learn here – how to create a new group in your contact center for your test recipients from existing doo contacts, you will learn here.

After the test send, you can still make any changes to the settings, design and content of your message and then start another test send again if necessary. You can send as many test messages as you like.

3. Send-Out

Once the draft is final, you can schedule the actual sending and select any time in the future when the message should be sent to all recipients.

After sending, you can access the message via the email message overview under the “Sent” tab. If you want to review or stop a message that is already scheduled for sending, you can find it under the middle tab “Scheduled”.

Via the overview of sent messages you can access your current evaluations at any time – all information about this success report can be found here.

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