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Emailing Event Ticket Holders

This guide covers how you can easily send an email to all ticket holders of a particular parent event, event date or ticket product.

There are 2 ways that you can send a mailer/communications to ticket holders:

  1. Report - Create a report of the relevant ticket holders via the Reports module and use this to send a mailer via the Mail module
  2. Email Ticket Holders Feature - Enter the relevant parent event and use the Email Ticket Holders option to send a mailer/communication by selecting a specific parent event, event date or product

This guidance runs through the second option listed and shows you how to use the Email Ticket Holders feature available within the Events module.

This feature allows you to quickly determine from an event which ticket holders you need to send a mailer to, add your content and send your communication in just a few clicks.

Please note: You may wish to send a mailer using a report if you need to target a more specific set of ticket holders. For example, if you need to send a communication to all ticket holders from a particular Activity/Student Group, or to all ticket holders who purchased their tickets online.

How do I find this option within my event?

The option to Email Ticket Holders can be found within the full page view of a parent event, as shown below:

This feature has a permission tied to it entitled [Events] Communications. You will need to ensure that your user account has this permission to access this feature. If you do not have this permission, you will not be able to select this option.

How do I create my mailer/communication?

Once you have selected the 'Email Ticket Holders' button, you will be taken to a page where you will find all communications that you have sent for this event previously, plus the option to create a new communication.

  1. Click 'Create Event Communication'
  2. Add a subject and use the formatting tools to build the content of your mailer
    1. Click the 3 dots in the content box and the Source option to add HTML if you wish
  3. Select 'Yes' within the Send to Specific Event Date (and Product) box if you need to further specify who to send your communication to (you can ignore this option if you would simply like to send your communication to all ticket holders of the parent event)
    1. This will present you with 2 more dropdowns for you to select the relevant event date, and then the relevant product, if needed:
  4. Click 'Submit' once you have built your communication and selected which ticket holders you need to send your mailer to

How do I send my mailer/communication?

Once you have created your mailer/communication, you have another quick step to action before you can send.

Your communication will appear in the Event Communications page once it has been submitted, and you will have a few options such as to delete or modify your communication.

You can modify any element of your communication before it is sent, including the content and which ticket holders you want the communication to be sent to.

You will also see a 'Send' button available - click this option to show a preview of your communication and view the terms and conditions that you will need to agree to before sending.

If you are happy with your mailer, select 'I agree' to agree to the terms and conditions outlined, and click 'Submit' to send your communication.

The page will then reload, and the date and time that your communication was successfully sent will appear within the Sent At column.

How do I know how many people received my communication?

Once you have sent your communication, you will be able to select the blue 'Communication Information' button to view:

  • A preview of the communication that was sent
  • Who sent the communication
  • The date and time the communication was sent
  • The number of recipients

Why might someone not receive my email?

When you send a communication to ticket holders using this feature, the email that is used to send the communication will depend on the following:

  • Member's preferred email (if the ticket holder is a member)
  • Member's organisational email address (if the ticket holder is a member that has not selected their preferred email address)
  • Email address linked to the event ticket
  • Email address linked to the transaction

If for whatever reason none of the above can be obtained for a ticket holder (for example, they may have purchased a public ticket and entered their email address incorrectly during the purchase) then the ticket holder in question will not receive the email.

Created on 30th July 2024