How to Use the Create Email Feature in SimpleEvents.io

In this article, we will explore our Pro feature, Create Emails, and how it enhances your event management experience.

Whether you're hosting an in-person or virtual event, this feature allows you to seamlessly create and manage event-related emails directly within your HubSpot account. Let's dive in!

Setting Up an In-Person Event with Create Emails

1. Create a New Event:

   • Start by navigating to your SimpleEvents.io dashboard and creating a new event.
   • Set the event type to "On-site" or "In-person."
   • Fill in the necessary event details such as the event name, date, and location.

2. Enable Create Emails:

   • After setting up your event, disable all other features except for Create Emails.
   • Click the Create button. SimpleEvents.io will automatically integrate with your HubSpot account, generating a Confirmation Email and a Reminder Email for your event.

3. Review and Customize Emails:

   • Navigate to the "Details and Assets" section to view the generated emails.
   • The Confirmation Email will be sent to attendees immediately after they complete their registration.
   • Unlike the free account, Pro users do not need to rely on HubSpot contact properties, which prevents issues with multiple event registrations overwriting contact data.
   • The Reminder Email can be set to trigger at any interval (e.g., one day before the event) by cloning and customizing it according to your needs.

4. Customize Email Layouts:

   • You can modify the layout of your emails directly within HubSpot. For example, you can adjust the QR code size by changing the layout to 50/50, 1/3, or other configurations.
   • Add your logo, buttons, or any additional content to match your branding.

5. QR Code Functionality:

   • The QR code embedded in the email is dynamic and updates in real-time. This means if a user cancels their registration, the QR code becomes invalid, preventing unauthorized check-ins.
   • This feature ensures that only registered attendees with valid QR codes can access your event.

Setting Up a Virtual Event with Create Emails

1. Clone the In-Person Event:

   • To create a virtual event, clone your existing in-person event.
   • Change the event type to "Virtual."

2. Enter Virtual Event Details:

   • Replace the physical location with a virtual URL (e.g., Zoom, Teams, GoToMeeting).
   • Click the Create button again to generate the appropriate emails for your virtual event.

3. Review and Customize Virtual Event Emails:

   • The generated emails will feature a button with the virtual event URL.
   • The URL is unique and secure, ensuring that attendees can only join the event within 15 minutes of the start time.
   • This feature also automatically logs attendees as "attended" in your dashboard once they click the link.

4. Additional Security and Automation:

   • The system prevents attendees from joining the event too early, and it logs their attendance automatically, eliminating the need for manual check-ins.

Best Practices

• Cloning Emails: If you need to use a similar email for another event, clone the email and customize the event-specific details. Be sure to delete any outdated event information before saving the new email.
• Sending Emails: Always send event-related emails only to the attendees registered in your SimpleEvents.io attendees list to ensure accuracy and security.

Need Help?

If you have any questions or need assistance with the Create Email feature, feel free to reach out to our support team at support@simpleevents.io. We're here to help you create your events simply and efficiently!

Enjoy using the Create Email feature, and happy event planning!