Communicating with those engaging in your events

In this article

Introduction
Communicating with event invitees
Communicating with event sign-ups
Communicating with those who have had refunds
Communicating with event attendees

Introduction

A vital part of event management is effective and timely communication, both before the event, perhaps to pre-welcome people and let them know any last minute information; but also after the event, perhaps to thank people for coming or to communicate 'next steps'. Even within a list of invitees, sign-ups or check-in attendees, it's often the case that you want to communicate with certain groupings of people within those list - for example, just those who signed up in the last week, those who signed up but didn't attend, those who signed up to a particular ticket type, those who have a particular sign-up question response, or those who haven't paid! All of these and more besides are possible using the Communicate options on an event's "View" page in the Calendar module. Here's how...

Begin by navigating to the "View" page of an event with sign-ups in the Calendar module. Scroll down the page to the tabbed section (example below). Depending on the features you are using, you may see up to 4 tabs - Invites, Sign-Ups, Refunds and Check-Ins.

Let's now look at the selective Communication options available on each of the four tabs.

Event communication logging

All sent event communications are logged in the Recent Activity section at the bottom of the event's "View" page on the Communications tab, and also against the contacts in the Address Book and/or Children module (where the sign-ups or attendees are linked to the people in those modules.

Communicating with event invitees

On the Invites tab click the Communicate drop-down menu and choose either Send email or Send SMS. In the following example we'll look at the Send email option - the same filter options also apply to Send SMS, Add to key date, Add to flow and Add to tag (on the Add button).

On the Send email pop-up you can either accept the default filter settings, which will create a communication recipient list of all invitees, or you can selectively filter the recipient list to just those who were Invited between a range of dates, those in the Address Book and/or Children module, and/or those who have a particular invite Status - Not sent, Pending, Opened, Accepted, Declined.

Having selected the appropriate filters, click Proceed and the usual email or sms "compose" pop-up is opened. Once you've composed your message, the Preview displays the filtered list of recipients and is ready to send. At this stage you can still manually Add recipient and remove individual recipients if you wish.

Communicating with event sign-ups

On the Invites tab click the Communicate drop-down menu and choose either Send email or Send SMS. In the following example we'll look at the Send email option - the same filter options also apply to Send SMS, Add to key date, Add to flow and Add to tag (on the Add button).

On the Send email pop-up you can either accept the default filter settings, which will create a communication recipient list of all invitees, or you can selectively filter the recipient list to just those who were Invited between a range of dates, those in the Address Book and/or Children module, and/or those who have a particular invite Status - Not sent, Pending, Opened, Accepted, Declined.

Having selected the appropriate filters, click Proceed and the usual email or sms "compose" pop-up is opened. Once you've composed your message, the Preview displays the filtered list of recipients and is ready to send. At this stage you can still manually Add recipient and remove individual recipients if you wish.

Communicating with those who have had refunds

On the Refunds tab click the Communicate drop-down menu and choose either Send email or Send SMS. In the following example we'll look at the Send email option - the same filter options also apply to Send SMS.

On the Send email pop-up you can either accept the default filter settings, which will create a communication recipient list of all refunded people, or you can selectively filter the recipient list to just those who were refunded for certain Tickets, those Refunded between a range of dates, or those in the Address Book and/or Children module or Not in ChurchSuite.

Having selected the appropriate filters, click Proceed and the usual email or sms "compose" pop-up is opened. Once you've composed your message, the Preview displays the filtered list of recipients and is ready to send. At this stage you can still manually Add recipient and remove individual recipients if you wish.

Communicating with event attendees

On the Check-Ins tab click the Communicate drop-down menu and choose either Send email or Send SMS. In the following example we'll look at the Send email option - the same filter options also apply to Send SMS, Add to key date, Add to flow and Add to tag (on the Add button).

On the Send email pop-up you can either accept the default filter settings, which will create a communication recipient list of all attendees (check-ins), or you can selectively filter the recipient list to just those within your ChurchSuite database or those not in ChurchSuite. On the Check-Ins options you can further select just those who Checked into more than a certain number of events (for multi-date sequence events only)...

...or on the Dates options, those who Checked into selected dates (for multi-date sequence events only) - each date selected is filtered with "OR logic" - e.g. 3rd May OR 10th May OR 17th May, giving a broader list of recipient who checked in for ANY of the selected dates (rather than ALL of the selected dates).

Having selected the appropriate filters, click Proceed and the usual email or sms "compose" pop-up is opened. Once you've composed your message, the Preview displays the filtered list of recipients and is ready to send. At this stage you can still manually Add recipient and remove individual recipients if you wish.

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