Message to participants

In this article, learn how you can use e-guma to send an email to all participants of one or more events. This function is particularly helpful if you would like to send additional information to the participants or if you need to notify them of a postponement/cancellation.

In this article

Send message to participants

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Select in the browser Attendees  -> Message to participants.
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In the top right-hand corner, click on the blue button Add.

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A new input mask will now appearIn the first field Description, enter a title that is clearly recognizable for internal use.
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The message will be sent to the participants of the selected events. You can select several events, so that in the case of a series of events, it is not necessary to record a separate message for each event and/or date.

If you select an admission with calendar, you will be asked to enter a time period.

For admissions without calendar the tool message to the participants is not available.
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In the field Subject and in the field Message, enter your message for the participants. You can use placeholders, which are explained in the blue table. In the case of messages with several events, the placeholders {{start_date}} or {{start_date_and_time}} are helpful.
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If you would like to send a test e-mail to yourself first, you can click on the blue button Send test email; this will prompt a window to open in which you can enter your own or several e-mail addresses. Finally, click on Send test.
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Would you like a copy of the tickets purchased to be sent to the participants? If so, enable the Attach tickets function. If the option no tickets has been set up for all the selected events, this option will be disabled. 

This option is especially useful for events with a postponed date; it allows you to send a new ticket with the new date to all participants with your message. Here you can learn how to postpone an event date.

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You can set that if further orders are received after the messages have been sent, the message will also be sent to them after the purchase has been completed.

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Before the emails can be sent you must confirm that this message is not an advertisement. This confirmation is required because participants are contacted who have not necessarily given their consent to receive a newsletter. Once you have confirmed this, you can click on the Send button.

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This is how the email appears:
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An addendum automatically appears in the footer. By clicking on the link unsubscribe, customers can unsubscribe from future messages.



Evaluation of the messages sent

Once the messages have been sent, you can open the evaluation page.

The sending of the e-mails is tracked so that you can check at any time whether the e-mail has been opened or not. Tracking may not be supported in certain email programs.

On the evaluation page, you can also set that if further orders are received after the messages have been sent, the message will also be sent to them after the purchase has been completed.

Possible error messages

When you send a message, you may get the following error messages, which are marked in red in the field State:

  • E-mail address is missing (E-mail is missing)
  • Invalid e-mail address (Invalid E-Mail)
  • The client has unsubscribed from notifications (Signed out)

By hovering over State, a detailed description of the error message appears.

If the e-mail was not sent successfully, you can correct the e-mail address in the order data if necessary and then send the message again. 

Order history

The sending of the message is also displayed in the order history (in order management):