Customizing Automated Emails to Attendees

  • Updated

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There are two ways to customize emails, you can either build a custom email directly in Hopin or import custom email text and graphics from an external provider into Hopin.

Either way, start by going into your Event Dashboard > Marketing > Customize Emails.

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Once there click the three dots on the right-hand side of an email you'd like to customize, select Edit, and follow the steps below accordingly.

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Option 1: Customize Emails in Hopin using Plain Text

1. Below is a sample email body text to copy/paste into the Hopin email you'd like to edit. You can edit the text as you prefer. Note the tags between brackets {{...}}, they can also be added or removed accordingly. More on tags below.

Hi {{user.first_name}},

We're looking forward to you joining us tomorrow for our event.
Here is your link {{extra.redeem_link}} to access the event {{event.link}}.
The event will begin at 11am, and we recommend you join 5 minutes before the start time to fill out your profile and have the opportunity to familiarize yourself with the schedule.
The first session will begin on the stage, you will see the label 'LIVE' appear next to the stage icon on the left side bar - click to join.
If you have any questions please contact us at organizer@email.com.

See you soon,
Organizer

2. Below is the list of supported Liquid Template tags you can use in a Hopin email. Use them as you see fit by inserting them in the preferred part of the email body text. You only require the part between brackets {{...}}, brackets included. 

  • {{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 on how to iterate (sponsors properties are: website, name, logo - a link to the logo)
  • {{ticket.label}} - The label of the ticket to which the user is registered to
  • {{extra.redeem_link}} - A link for the magic link invitation
  • {{extra.delete_link}} - A link to destroy the data

3. Below is how to upload 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.image1.png
  • Click on Browse Server.
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  • Click Upload.
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  • Choose an image from your computer, upload it, then click on the image you just uploaded, in our example 'Picture.png'.
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  • Then click OK at the bottom right and the image will be inserted in the email.image5.png

4. To save your customized email.

  • Click the blue Update & Preview button at the bottom of your screen
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  • Send the preview email to someone who is registered for the event (e.g.: yourself or another Organizer). 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 Save Template button
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Note: You must click Save Template to save your email, otherwise attendees will receive Hopin's default email. To verify your customized email has been saved correctly, revisit the Customize Emails tab in your event dashboard and find the email you edited. If the Status says Custom email then you're all set! If the email status is Draft you'll need to Update & Preview and Save Template (as per the 2 steps above).

Also note that Preview emails sent for magic link invitations won't be clickable they are merely an Email preview with no functionality included.

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Option 2: Import HTML Code from External Email Service Provider

Build your custom 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 into your campaign.
  • Change footer background colour from grey to white.
  • Do not include any Preview text when building your campaign.
  • Insert placeholder hyperlinks in MailChimp that will later become unique Hopin hyperlinks. For example, if you create a button for Magic Links, enter a fake URL on MailChimp like https://INSERTLINKLATER.COM. Then, when editing the email in Hopin, insert the appropriate liquid template e.g.: {{extra.redeem_link}}

2. Publish your MailChimp campaign

  • In other words, send yourself the email you created.
  • Re-open the campaign; copy the HTML code.

3. Remove preview text code

  • In Hopin, open the email you’d like to customize. Click the Source button. Paste in the HTML code you copied from MailChimp.
  • On your keyboard, press Control and F, then type in MC_PREVIEW.
  • Highlight the below code, then press Delete.
    <!--*|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|*-->

4. Remove MailChimp footer

  • Click the Source button again (you should now see the contents of your email, not the HTML code). Scroll to the bottom of the email and delete the contents of the footer.

5. Replace placeholder hyperlinks with Hopin liquid template tags

  • Highlight text that you'd like to hyperlink as a Magic Link, attendee name, etc.

  • Click the link icon to edit the hyperlink.

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  • Delete the placeholder hyperlink you included in MailChimp.

  • Type in the liquid template tag you'd like to use. Change the Protocol to <other>.

  • Here is a list of supported tags you can use in a Hopin email: https://shopify.github.io/liquid/.

  • This is how your link input screen should look:

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6. To save your customized email

  • Click the blue Update & Preview button at the bottom of your screen
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  • Send the preview email to someone who is registered for the event (e.g.: yourself or another Organizer). 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 Save Template button
    image10.png

Note: You must click Save Template to save your email, otherwise attendees will receive Hopin's default email. To verify your customized email has been saved correctly, revisit the Customize Emails tab in your event dashboard and find the email you edited. If the Status says Custom email then you're all set! If the email status is Draft you'll need to Update & Preview and Save Template (as per the 2 steps above).

Also note that Preview emails sent for magic link invitations won't be clickable they are merely an Email preview with no functionality included.

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How to customize the 'Add to calendar' button

By double-clicking on the Add to Calendar button in any email preview, the link can be updated with another supported tag and the display text can also be changed accordingly. For example, you may want to use Join Event instead with the {{event.link}} tag. This may be especially useful in the one-hour and one-day reminders emails. To do this follow the simple steps below.

1. Open the email you'd like to modify by clicking on the 3 dots on the right and select Edit.

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2. Double click on the Add to calendar button

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3.  A pop-up window will open, change the Display Text and URL accordingly.
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4. Add Join Event under Display Text + {{event.link}} under URL and click OK.

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5. Below is what the button will look like, click the Update & Preview button to save the template.

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6. Send yourself or a team member a test email to make sure all works as expected.

That's it! Your custom email is now ready to go!

 

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

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