CRM Communications

Creating Email Templates & Sending Emails

Email templates and email sending from the CRM transform how organizations communicate, making it faster, more targeted, and more impactful. By combining the efficiency of templates with the CRM’s data-driven capabilities, you can scale your outreach efforts while maintaining a personal and professional touch.

Create Email Templates

To create a template, navigate to Settings > Email Templates and click the orange "+ Add" button at the top right-hand corner of your screen.

There is no limit to how many templates you can create. Templates will be ordered alphabetically (A-Z) by the template name. 

Screenshot 2024-12-06 at 11.26.26 AM

 

NOTE: Email templates created within an event are not accessible from the CRM and vice versa. 

Within the pop-up window, customize your email to include:

  • Template Name: Internal Name

  • Module:

    • People: Contacts and Speakers Modules

  • Reply To: The email address that should receive replies to the email sent.

    • We recommend using a shared inbox or an event-specific email address. This field only supports one email address. 

  • Subject Line: The subject line of the email

  • Message Body: Customize the body of the email with the use of merge tags

    • Within the message body, use our Merge Tags to pull in contact information dynamically. This will allow you to send emails in bulk with a personalized touch. 
Screenshot 2024-12-06 at 11.28.53 AM

Edit, Delete, and Duplicate Templates

To manage the actions for an email template, select the three dots to the right of the template name.

Example Email Templates 

  • Speaker Invitation
    • Purpose: Invite potential speakers and outline the next steps for how to submit a session proposal.
  • Post-Event Feedback
    • Purpose: Thank your speakers for their participation and ask if they would like to be included in next year's event. 

Creating & Sending Emails

 

By default, all emails will be sent from "no-reply@sessionboard.com". If you would like to have a customized email domain, please contact support@sessionboard.com.

 

  1. Within the Contacts or Speakers module dashboard, select the box to the left of the contact(s) to email and click either the 'Communicate' or 'Invite to event' button at the top of the page.
    1. Communicate: Create a custom email to tailor communications for specific contacts
    2. Invite to event: Send an email inviting contacts to submit a session idea for an upcoming event. 

      NOTE: Emails can also be sent from your created segments.
  2. Within the pop-up modal, select an option from the field 'Send to:' and add the email address to which replies will be redirected ('Replies sent to:').
    1. Learn more about emailing Additional Contacts
  3. ​On the right side, create your email by adding a subject and message body.
    1. If you wish to use an email template that you have created, select "Insert a message template".
  4. Once you have built your email, select either the orange 'Review' button to preview what your email will look like before it is sent or the 'Skip Review and Send' button to skip reviewing the email and proceed with sending. 
    1. NOTE: Additional contacts will receive their own email and will not be copied on the email received by the main event contact (i.e. Speaker).
  5. When you are ready to send your email, select the green 'Send email' button.

 

The following functions are not available at this time:

  • Email metrics (open, clicked, bounced rates)
  • Email automation
  • Viewing past emails sent