Types of emails in Goldcast

Goldcast lets you create and schedule multiple event-specific emails using templates. You can send them to registrants, speakers, or sponsors directly from the Studio. There are two main types of Goldcast emails: 

Automated

These are pre-defined messages that you can customize and send at specific times. They include registration confirmation, reminders, attendee follow-up emails, and non-attendee follow-up emails.  

Custom

These emails do not follow a standard schedule. You can create and send them as per your requirements. 

For example, if there is a change in the agenda/speaker, you can send a custom email informing all registrants of the change. 

List of standard registrant emails

This table lists the standard emails in Goldcast: 

*Reminder emails are time-based. They’re triggered based on the event’s date and time. 

Manage email templates

Each email you schedule will have an assigned email template. Follow these steps to create, manage, and edit email templates: 

1. Log in to Goldcast Studio with your credentials, and from the Events list, click the event you want to edit.       
2. Navigate to Email --> Templates using the left panel.
   
    
3. The Email Templates window displays the list of available templates for this event. 
   • If your event was created from Goldcast’s default event templates, the Goldcast default emails will be listed here. 
   • If your event was created from one of your own templates, the email templates you set up there will be available.

From this list, you can edit, duplicate, and delete templates. 

Create a new template

To create a new template, you can either upload a custom email template in an HTML file format or create one from scratch in Goldcast’s email builder. 

Upload an HTML template

1. Log in to Goldcast Studio with your credentials, select the Events tab to get a list of all your events, and click the event you want to edit.       
2. Navigate to Email --> Templates using the left panel. 
   
    
3. Click New Template and select Upload HTML Template.
   
    
4. A popup will appear. Give the template a name, click the upload HTML file button, and select the file you want to upload from your computer.   
   
    
5. Click Create Template.
   
    

Create a template in the email builder

1. Navigate to Email --> Templates. 
2. Click New Template and select Create Template. 
   
    
3. This opens the Goldcast email template builder.
   
     
4. Enter a name for your template in the Template Name field.
5. Drag content blocks from the right side of the screen onto the left window.
6. Once you have finished creating your template, click Save.

For detailed instructions on using the builder, see these template editor instructions. 

As you are crafting your template, you can add event content automatically using the following merge tags: 

For a complete list of all merge tags, refer here. 

Tips for designing email templates

• The recommended specification for the email banner is 1:3, and the preferred image types are JPEG, PNG, GIF, or AVIF. 
• In your emails, you can include this information for your attendees:
  • “The Goldcast platform is accessed through your web browser. For the best experience, access the platform via Chrome or Safari browsers and pause VPN and ad-blockers.”

And, if you need any extra help creating and scheduling your email templates, you can reach out to support or your CSM for further assistance.

Editing an email template

Goldcast allows you to customize email templates to align with your company’s branding and other event requirements. Here’s how you can do it:

1. Log in to Goldcast Studio with your credentials, select the Events tab to get a list of all your events, and click your preferred event. 
2. Navigate to Email → Schedule using the left navigation menu. 
3. Click the email whose template you want to edit. This opens the Edit Email window. 
4. Click the Edit Email Template button to open the Email Template Builder window. 
   
    
5. Alternatively, you can navigate to the Email → Templates tab using the left panel, select your preferred template, and click the Edit icon to open the Email Template Builder window.  
   
    
6. Make the necessary changes to the template by using the drag-and-drop components on the right side. 
7. Click Save in the top-right corner of the Email Template Builder. You will receive a pop-up alert that shows the list of emails that will be impacted by this change. 
   
    
8. Click Save to confirm the changes.

Selecting email schedule

Follow these steps to schedule emails for your event:

1. Log in to Goldcast Studio with your credentials, select the Events tab to get a list of all your events, and click the event you want to edit.       
2. Navigate to Email --> Schedule using the left panel. 
   
    
3. The Email Schedule page appears. This page displays the list of active emails in chronological order.
4. Click Edit Schedule. 
5. Turn on/off the toggles for your required emails, and click Save. 
   
    

Editing email details and assigning templates

Each email you schedule has its subject line and assigned email template. To edit these options:

1. Log in to Goldcast Studio with your credentials, select the Events tab to get a list of all your events, and click the event you want to edit.     
2. Navigate to Email --> Schedule using the left panel.
   
    
3. Click the Email you wish to edit. The Edit Email window appears.
4. From the Template dropdown list, select the correct template.
5. You can edit the existing email subject. (Optional)
6. Turn off this email reminder from the Edit Email window by turning its toggle off.
7. Click Save.

Testing an email

Before you proceed with sending out an email, we highly recommend you test the email. Follow these steps to send a test email:

1. Login to Goldcast Studio using your credentials and open your preferred event. 
2. Navigate to Email → Schedule using the left navigation panel. 
                
3. A list of active emails is displayed. Click the email you want to test. The Edit Email window appears.
4. Ensure your email details, including the subject line and selected template, are correct.
5. Add the required email addresses in the Send a test email text box, separated by commas. 
6.  Click Send.

Please check your inbox for the test email and ensure the content and subject match what you had in mind. 

Updating your email alias

By default, emails from the Goldcast platform will always come from no-reply@goldcast.io. If you want to send from your own domain, read this guide on Setting up a Custom Email Domain for Your Events. 

However, you can change the name from where the email appears to come from inside your event. By default, the sender’s name is set to "Goldcast." You can customize it to something more personable as "Your Name from XYZ Company" or "The Team at XYZ Company," for example. 

To change your email alias:                      

1. Select your preferred event from the Events list.
2. Navigate to Email → Schedule using the left navigation panel.
                                                     
3. Click the Edit icon on the Email Schedule page.
   
    
4. Enter the name as you’d like it to appear in the Sender Name field.
5. Click Save.
   
    

Sending a custom email

In the time leading up to, during, or following your event, you may need to send an additional email to event registrants that aren't a part of the existing email schedule for your event. For example, if the event has been rescheduled or a change has been made to the agenda.

To send a custom email:

1. Select your preferred event from the Events list.
2. Navigate to Email --> Schedule. A list of active emails is displayed.
   
    
3. Click Send Custom Email button. The Send Custom Email window appears.
4. Click Email Registrants.
5. In the Email Subject text box, add the subject line.
6. From the Template dropdown list, select a template of your choice.
7. Before sending an email to event registrants, it is good practice to send a test email to yourself. To send a test email, follow the below steps:
   • Click Test Email. 
   • In the Email Subject text box, add the subject of your choice if you don’t wish to use the default one.
   • From the Template dropdown list, select the template of your choice.
   • In the Recipients text box, add the required email addresses, separated by a comma.
   • Click Test Email.
8. If the test email works correctly, return to the Email Registrants tab.
9. Click Send to Registrants. This email will be sent to all users registered for this event.