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Utilizing Your Automated Communications Settings Page: https://help.pm.leapevent.tech/a/1115452
In our August 2019 release, we added Automated Communications - and therefore, automatic pre- and post-show emails. In this article, we'll check out the Settings page for this feature - there's a lot of important fields and information on it, so you may find yourself returning to it often.
All told, we'll:
- See where the Automated Communications Settings page lives
- Set your default pre- and post-show templates, email times, and "from" address
- Block automatic emails from sending to certain ticket holders
- Set your default ad-hoc alert email template
- See which custom templates are being used by which Ticketable Events
- Get a reference list of merge fields for our templates
If you're coming here from our Set Up & Use Automatic Pre- and Post-Show Emails article, be sure to complete steps 1-4 before you head back to that article!
1. Find your Automated Communications Settings page
In the app launcher, find Automation Templates. From there, click the Automation Settings button:
Anyone who needs access to the Automated Communications Settings page also needs the Automation Templates - Full Access permission set. Here's how to assign it.
2. Set your default pre- and post-show templates, email times, and "from" address
These defaults are super important, so let's take the time to make sure they're correct!
-
From Email Address:select which email your automated emails should appear to come from.
- If you don't see anything available in the drop-down field, take the time now to add an organization-wide email address in part A of this this article. Once you add your org-wide email address, reload the Automated Communications Settings page, and the email address will appear.
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Pre-Show Email Time (hrs):how many hours before each show your email will send; 24 hours, 72 hours, it's up to you.
- Note: emails send every 5 minutes.
- Post-Show Email Time (hrs): how many hours after each show your email will send; most organizations set this field to 24 or less.
- Default Pre-Show Email Template: if a custom template isn't set for a Ticketable Event, the template you set here will be sent as the automatic pre-show email.
- Default Post-Show Email Template: if a custom template isn't set for a Ticketable Event, the template you set here will be sent as the automatic post-show email.
3. Block automatic emails from sending to certain ticket holders
Most of the time, automatic emails are fantastic, but sometimes they don't make sense. Here's a couple ways you might want to restrict them:
3.1. Cut-off time for pre-show email
It might be a bit silly to send a pre-show email to someone who just bought a walk-up ticket at your box office window 15 minutes before the show - after all, they probably don't need any parking instructions or venue information anymore.
The "Pre-Show Email Cutoff Time" helps prevent that. How many minutes before a show starts do you want to stop sending pre-show emails? Enter that here. If left blank, the pre-show email will always get sent, no matter when they buy the ticket.
3.2. Send the post-show email only to attendees
If a patron didn't make it to the show, you probably want to avoid sending them a "thanks for attending" message. Check the "Only send post-show email to attendees" checkbox to prevent that.
The setting here is your default for all Ticketable Events - but you can also set this on a Ticketable Event-by-Event basis. Check it out!
4. Set your default ad-hoc alert email template
Need to cancel a show? Want to communicate a change in plans or parking update? You'll want to use automated communications to send an email to your ticket holders. After you create an ad-hoc alert template, assign it as your default here.
5. See which custom templates are being used by which Ticketable Events
Scroll down on your settings page to see a list of any Ticketable Events using a custom template (i.e. they're not using the default template you set above). You can click to those Ticketable Events from here and change those settings if you wish!
6. Get a reference list of merge fields for our templates
Scroll down on your Settings page to find a list of the standard merge fields available for your templates. Remember that custom merge fields won't show up here, but will show up when creating/editing your templates.
