Email campaigns are a key tool for communicating with the participants of your event. They allow you to easily share important information, build engagement, and ensure a positive experience for your audience. The Gridaly system enables easy creation, personalization, and analysis of sent messages.
In this article, you will learn:
How to create and send an email campaign step by step?
How to personalize message content to increase its effectiveness?
Where to find and how to analyze the statistics of sent emails?
How to create and use templates to save time?
Creating and Sending an Email Campaign
Sending messages to participants is simple and intuitive. Follow the steps below to create your first campaign.
Step 1: Go to the Communication module
In the event management panel, find the Communication section in the menu, then select Mailings. You will see a list of all your campaigns. Click the "New mailing" button.
Step 2: Basic Settings
In the first step, give your campaign a name (visible only to you) and enter its subject line, which will be seen by your recipients. A strong subject line is key to a high open rate!
Step 3: Select Your Recipients
Now decide who you want to send the message to. You can target your email to:
All event attendees.
Selected shipping groups, filtering by attributes such as:
Attendees (e.g., Speaker, VIP Attendee)
Orders (e.g., Payment in Progress)
Certificate
Selected segments, filtering by attributes such as:
Role (e.g., Speaker, VIP Participant)
Tags (e.g., interested in topic X)
Registration status (e.g., only attendees with a paid ticket)
Step 4: Creating the Message Content
Use the editor to create the content of your email. You can add text, images, links, and format the content according to your needs. Don’t forget about personalization, which we’ll cover in the next section!
Step 5: Testing
Before sending the mailing to everyone, send a test email to your inbox to preview and make sure everything looks perfect.
You can also use the Preview option in the editor to see how the message will appear to recipients.
Step 6: Sending and Scheduling
Scroll down in the editor to set the delivery date and time. Once you’ve done that, go back to the section with the test send — just below it, you’ll find the “Send” button.
Note: If you don’t set a delivery date, the campaign will be sent within 2 minutes of clicking “Send.”
Personalizing Message Content
Personalization makes the participant feel treated individually. In Gridaly, you can use special tags that the system automatically replaces with the specific recipient’s data.
How does it work?
Insert the chosen tag in the email content, for example, {{firstname}}. The system will replace the tag with the participant’s first name from their profile. Available dynamic variables depend on the selected recipient type and are displayed below the content editor.
Example tags:
{profile.firstname} - Participant’s first name
{profile.surname} - Participant’s last name
{email} - Email address
Example usage:
Hi {profile.firstname}! Thank you for participating in the Conference!
Analysis and Statistics
After sending the campaign, you can track its effectiveness. Go back to the campaign list in the Mailing module and click on the name of the campaign you want to analyze.
Key metrics:
Sent: The number of emails that were sent.
Delivered: The percentage of emails that reached the recipients’ inboxes.
Opens: The percentage of unique recipients who opened the message.
Clicks: The percentage of unique recipients who clicked on at least one link in the email.
FAQ – Frequently Asked Questions
Can I send an email only to people who purchased a VIP ticket?
Can I send an email only to people who purchased a VIP ticket?
Yes. In the recipient selection step, use the "Role" filter and select the group you want to target.
What happens if I use the {{firstname}} tag and the participant did not provide their first name during registration?
What happens if I use the {{firstname}} tag and the participant did not provide their first name during registration?
The system will leave this field blank. Therefore, it’s important to ensure that key data is collected during registration.
Can I see exactly who opened my email?
Can I see exactly who opened my email?
Yes, in the detailed campaign statistics, you will find a list of recipients along with information about email opens and link clicks.