Communicating with those engaging in your events

In this article

Introduction
Communicating with Sign-Ups
Communicating with Invitees
Communicating with Check-In 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 selective 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 to the tabbed section - depending on the features you are using you may see tabs for Sign-Ups, Invites and Check-Ins (and additional tabs for Tickets and event Questions).

Let's now look at the selective Communication available in each section.

Event communication logging

All sent event communications are logged in the Communication section at the bottom of the event's "View" page 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 Sign-Ups

On the Sign-Ups tab click Communicate and choose Send email or Send SMS to communicate with the filtered sign-ups listed. You can optionally use the Advanced search to further filter the list, and also switch between Active to Cancelled sign-ups.

The Send email (and Send SMS) pop-up will reflect the filters you have selected. If no filters are selected then all active sign-ups will be recipients. You can also apply filters on the pop-up as appropriate - perhaps just those with a particular Sign-Up Status, Tickets or Ticket Status; those with a particular Question responses, those who Signed up between a range of dates.

Having selected the appropriate filters, click Proceed and the usual email or sms "compose" pop-up is opened. Once you have composed your message, the message Preview populates with the filtered list of recipients and is ready to send.

Communicating with Invitees

On the Invites tab click Communicate and choose Send email or Send SMS to communicate with the filtered list of invitees. You can optionally filter the list by invite Status.

The Send email (and Send SMS) pop-up will reflect the filters you have selected. If no filters are selected then all invitees will be recipients. You can also apply filters on the pop-up as appropriate - perhaps just those Invited between a range of dates, those in the Address Book and/or Children module, and those with 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 have composed your message, the message Preview populates with the filtered list of recipients and is ready to send.

Communicating with Check-In attendees

On the Check-Ins tab click Communicate and choose Send email or Send SMS to communicate with the filtered list of attendees.

By default the recipient list will comprise all attendees for the event attendance or sequence attendance being viewed. You can also apply filters on the pop-up as appropriate - perhaps just those within your ChurchSuite database or those not in ChurchSuite.

For events with "Sign up to the sequence" enabled, you'll see further filter options for Check-Ins and Dates, enabling you to further filter by just those who Checked into more than a certain number of events...

...or on the Dates options, those who Checked into selected dates within the sequence - each date selected is filtered with "OR" logic - i.e. 3rd May OR 10th May OR 17th May - giving a combined list of attendees for any of the selected dates (rather than a narrower list of just those who may have attended 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 have composed your message, the message Preview populates with the filtered list of recipients and is ready to send.

Still need help? Contact ChurchSuite Contact ChurchSuite