How to email attendees

  • Updated

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An easy way to communicate with your attendees about the details of your event is via email. With the built-in Email Attendees feature on Hopin, you can send emails to all your attendees at once.

Note: We are introducing a revamped, opt-in, beta version of the Email Attendees feature with a completely new email creation workflow and new functionalities for event organizers such as:

  • The ability to create and save more than one email.
  • The ability to see the status of an edited or sent email.
  • The ability to duplicate and reuse previously created emails.
  • A better-structured workflow with individual editing, previewing, testing and sending steps.

Tip: It's up to organizers to use the new beta or stick to the old system at least up until it will be replaced. Instructions on how to access and use the new beta email feature can be found in our article here

How to Email Attendees

To access the Email Attendees feature, go to your Event Dashboard > Marketing > Email Attendees. 

At Hopin, we support a template language - Liquid templates - to enable you to insert variables into your email templates. We recommend looking through their Documentation.

Here is a list of supported tags:

  • {{event.name}} The name of the event
  • {{event.link}} The name of the link
  • {{event.calendar_link}} The name of the calendar_link
  • {{registration.price}} The price of the registration
  • {{user.name}} The full name of the user
  • {{user.first_name}} The first name of the user
  • {{user.last_name}} The last name of the user
  • {{event.sponsors}} (see liquid documentation above on how to iterate, sponsors properties are: website, name, logo - a link to the logo)
  • {{extra.redeem_link}} A link for the magic link invitation (advanced plans only)
  • {{extra.delete_link}} A link to destroy the data

Method 1: Create Emails in Hopin using Plain Text

Here’s a sample email you could copy and paste into the email box:

Hi {{user.first_name}},

Day 2 of {{event.name}} has begun!

You can join the event here: {{event.link}}

See you soon,

Organizer

Here’s what that looks like in the email editor:

image1.png

Here’s what the preview looks like:

image2.png

You can also change the subject of the email.

To send your email:

  • Click the preview button to preview your email
  • Under the 'User' section, select the user you’d like to send the preview email to, and click 'Test'. The user has to be registered for the event in order to receive the test email.
  • If you want to edit the email further, click the yellow 'Back to editing' button. If you're satisfied with your email preview, click the blue 'Send' button to send the email to all your registrants or 'Save for later'.

Note: If you'd like to use hyperlinks, you can use Hopin’s 'liquid template' tags. To do that:

  • Highlight text that you'd like to hyperlink as the event link, attendee name, etc.
  • Click the 'link' icon to edit the hyperlink.
    image3.png
  • In the URL box, type in the 'liquid template' tag you'd like to use. Change the 'Protocol' to <other> if you are using the liquid template (e.g. {{event.link}}). If you're using a direct link, you can leave the protocol as http://
    image4.png

Method 2: Import HTML Code from Third Party Email Builder

With this method, you can build your email in another email service provider, like MailChimp. Then, import your email campaign HTML code into Hopin.

1. Build your email "campaign" in MailChimp

  • Add your event details and images to your campaign. Be sure to add in the liquid templates (e.g. {{user.name}} ) on MailChimp.

Note: Insert placeholder hyperlinks in MailChimp that will later become unique Hopin hyperlinks. For example, if you create a button for Magic Links (pro users), enter a fake URL on MailChimp like https://mynmame.com. Then, when editing the email in Hopin, insert the appropriate liquid template e.g.: {{extra.redeem_link}}

  • Send yourself the email you created.
  • Save the email as a template.
  • Export the HTML code.

2. Add the HTML code into Hopin. See sample code here.

  • In Hopin, click the 'Source' button, then copy and paste in the HTML code you exported from MailChimp.
    image6.png
  • On your keyboard, press Ctrl/Cmd and F, then type in 'MC_PREVIEW' to find that text in the code.
  • Highlight the below code, then press Delete. This removes any preview information carried over from MailChimp into your Hopin email.
    <!--|IF:MC_PREVIEW_TEXT|-->
    <!--[if !gte mso 9]><!----><span class="mcnPreviewText"
    style="display:none; font-size:0px; line-height:0px; max-height:0px; max-width:0px; opacity:0; overflow:hidden; visibility:hidden; mso-hide:all;">|MC_PREVIEW_TEXT|</span>
    <!--<![endif]--> <!--*|END:IF|*-->
    image7.png
  • Click the 'Source' button again. You should now see the content of your email, not the HTML code.
  • Preview and send a test email.

How to add an image to a Hopin email

You can either use a third-party email builder like MailChimp for this or do it directly on Hopin. To do this on Hopin:

  • Customize your email and move the mouse cursor to where you’d like to upload the image in the body of your email.
  • Click on the Image button.
    image9.png
  • Click on Browse Server.
    Screenshot_2021-04-30_at_17.04.06.png
  • Click Upload.
    Screenshot_2021-04-30_at_17.01.29.png
  • Choose an image from your computer, upload it, then click on the image you just uploaded, in our example 'Picture.png'.
    Screenshot_2021-04-30_at_17.04.58.png
  • Then click OK at the bottom right and the image will be inserted in the email.
    Screenshot_2021-04-30_at_17.05.16.png

That's it you have now added an image to your custom Hopin email!

 

Feel free to reach out to us at support@hopin.com in case you have questions or need assistance.

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