Bulk Email

  • Bulk Email

    Register Now is pleased to advise you of an upgrade to our standard software. Overnight we released the latest version of our software which includes one feature addition - a Bulk Email facility.

    This upgrade is part of our ongoing commitment to improve our systems based upon the feedback we receive from our clients, and is now available for you to use at no additional cost to your current fee structure.

    This email includes detailed instructions of how to use of the new facility – these instructions will be available in the Documentation section of the client portal shortly. The facility allows you to send either a text style or HTML formatted (newsletter style) email to all Participants and/or Team Captains registered in any of your events. In addition to this, if you have a custom email setup on your event, you are now able to view and edit this email content. This email includes instructions on how to use these new features.

    The cost to send the bulk emails is included in our standard registration fees and is therefore offered to you FREE of charge!

    Admin Menu

    Where to find it

    The left Admin Menu has 2 new links.
    - Email Templates
    - Send Bulk Email

    The first step in the process is to set up an email in the Email Templates section.

    Once you have created one or more Email Templates, you can then click on Send Bulk Email to select who you wish to send the email to and which email template to send.

    You can set up as many different emails as you like.

    Email Templates

    After clicking on the Email Templates link in the menu you will see a list of all customised email templates associated with your account with a number of buttons next to each item.
    - the "Edit" button allows you to edit the content within the email.
    - the "Preview" button displays the email to you and how it will appear.
    - the "Copy" button allows you to copy the email template to a new email template.
    - the "Delete" button will delete the email template.
    - the "Add New Email Template" button will create a new blank email template.

    Email Types

    Newsletter - is for sending newsletter style emails not specific to any one single event. It has a standard email footer with your client details and an unsubscribe link. If an individual unsubscribes they will not be sent future newsletter emails.

    The "Default Newsletter" is a html template for a newsletter style email that we have made available for you to use. It will always be displayed and to use it you simply need to click on the copy button and then edit the text / images in the newsletter email.

    Event Information - is for sending participants important information about a specific event. It has a standard email footer with your client details and does not contain an unsubscribe link. As this type of email is specific to the event, the email is being sent with "implied consent" as they have registered for your event and you are sending them important information about the event.

    Please Note - you are responsible for complying with Australia's anti-spam legislation, the Spam Act 2003, in sending out emails to your participant through our system. Register Now will store and retain all information regarding who sent emails including client details, user details and IP addresses.

    Approved Payment / Participant Emails - are custom emails that have been setup for your event when a person makes payment. Note – all event related emails are now available for preview in the Email Templates tab in the Event Edit section.

    Preview Email / Send Test

    By clicking the Preview button in the event list, a new browser tab or window will open with a full preview of what the email template looks like.

    From this screen you are then click able to click the Send Test Email button at the top of the page and you will be prompted to enter a test email address to send the email to. The email with then be sent to the email address you specified as a test so you can see what it looks like.

    Please Note – if you have included merge fields in the email they will not be merged in the test email and will appear as [Name] below. 

    Send Email

    Once an email template has been setup you are then able to send a bulk email.
    When you click on "Send Bulk Email" in the left menu, you will see this page.

    Select the email template you would like to use
    (only 1) and then click continue.

    Select Recipients

    This page allows you to select who the email will be sent to.

    Select which Event ID(s) you wish the system to select recipients from. You can select more than one Event ID.

    You can also filter the events to send an email only to Participants, Team Captains or both.

    You can filter further to select paid; unpaid; and/or refunded participants. Please note these filters apply to Participants only (not Team Captains).

    The system allows you to specify whether or not duplicate emails should be removed. We strongly advise that you select to remove duplicate emails to save people receiving the email more than once. However, if you are sending information that needs to be sent once for each unique participant registered then you may want to select the ‘Do no remove duplicate emails’ option.

    Click Continue to go to the next page.

    Confirm Send

    You need to be aware of the Anti-Spam Legislation in regards to sending a bulk quantity of emails. It is your responsibility to comply with this legislation.

    A summary of the recipients will be displayed for you.

    The Edit Recipientss Button enables you to view all of the recipients at this point and allows you to delete or add more recipients. Please see further detail below.

    You can send the email from either the logged in username or from the client name.

    Tick the tick box to acknowledge and then click the "Confirm Send" button.

    When you hit the "Confirm Send" button a message will appear saying how many emails have been sent.

    Editing Recipients

    After clicking the Edit Recipients button you will see the page below that contains the individual names and email addresses of each recipient. You can search for a individual recipients using the search filters.

    To add a recipient fill in the 3 boxes and click the "Add Recipient" button. You can add as many individual recipients as you wish.

    Once done, click the "Back to Bulk Email Send" button at the top. Send" button at the top.

    We hope this will assist you in using our new Bulk Email facility. There are also the blue help icons on each page which will display further information to assist you along the way.

    We believe this is a valuable and welcomed addition to our standard software and trust that you will benefit from this valuable communication tool.

    Please contact Register Now support if you have any questions about the new features included in this upgrade.

    Kind Regards,

    Register Now

    T: 1800 REG NOW (1800 734 669)
    by Matt   |   Monday, 9 July 2012