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Crafting and Scheduling Emails

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Email templates should be set up before you open registration for your event, as they will be used to send the initial RSVP confirmation email to new registrants and additional reminder emails in the days leading up to your event.

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.
  2. Click the hamburger icon hamburger-menu-line-icon-free-vector.jpgon the top left, and select the Events tab to get a list of all your events.                                                                                
  3. From the Events list, click the event you want to edit.       
  4. Navigate to Email --> Templates using the left panel.                     
  5. 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.
  2. Click the hamburger icon hamburger-menu-line-icon-free-vector.jpgon the top left, and select the Events tab to get a list of all your events.                                                                             
  3. From the Events list, click the event you want to edit.       
  4. Navigate to Email --> Templates using the left panel.                     
  5. Click New Template and select Upload HTML Template.   
  6. 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.                                 
  7. 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. 

Pro Tip: When an attendee signs up for your event, it's crucial they receive a confirmation email that includes both their Unique Login Link to join the event and a button to add the event to their calendar. Use the shortcut #### to include the login link and ##$$ to include the calendar link. 

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

  • For the login link, replace the URL with: ####
  • For the add to calendar link, enter: ##$$
  • For the registration link, replace the URL with: ##registration_link
  • To display the user’s name, enter: ##user_name
  • To have the event title automatically fill into your template where you want it to appear, put: ##title
  • To have the event date automatically fill in where you want it to appear, put: ##date
  • To pull the event description, put: ##description
  • The email banner spec should be a 1:3 ratio.
  • In the email, include this information to your attendees:
    • "The 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."

If this is your first (or even tenth!) time creating an event on Goldcast, please contact your CSM for further help. 

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. 
  2. Click the hamburger hamburger-menu-line-icon-free-vector.jpg icon on the top left, and select the Events tab to get a list of all your events. 
  3. Select your preferred event. 
  4. Navigate to Email → Schedule using the left navigation menu. 
  5. Click the email whose template you want to edit. This opens the Edit Email window. 
  6. Click the Edit Email Template button to open the Email Template Builder window.
  7. 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. 
  8. Make the necessary changes to the template by using the drag-and-drop components on the right side. 
  9. 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.
  10. Click Save to confirm the changes.

blobid0.pngNote: If you've uploaded an HTML template, the Edit Email Template button won't be visible, as we don't support in-app editing of custom uploads. However, you can edit it outside of Goldcast and re-upload the template. 

Selecting email schedule

Follow these steps to schedule emails for your event:

  1. Log in to Goldcast Studio with your credentials.
  2. Click the hamburger icon hamburger-menu-line-icon-free-vector.jpgon the top left, and select the Events tab to get a list of all your events.                                                                                     
  3. From the Events list, click the event you want to edit.       
  4. Navigate to Email --> Schedule using the left panel.                           
  5. The Email Schedule page appears. This page displays the list of active emails in chronological order.
  6. Click Edit Schedule. Turn on the toggle of the schedule to activate Goldcast’s preset schedule of events, which includes:
        • Registration confirmation email
        • 1 Week reminder
        • 2 Day Reminder
        • 1 Day Reminder
        • 4 Hour Reminder
        • 1 Hour Reminder
        • 5 Minute Reminder
        • 1 Day post event: Attendee follow up email
        • 1 Day post event: Non - Attendee follow up email
  7. Click Save.

You may update this schedule anytime by clicking the Edit Schedule button.

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.
  2. Click the hamburger icon hamburger-menu-line-icon-free-vector.jpgon the top left, and select the Events tab to get a list of all your events.                                                                                     
  3. From the Events list, click the event you want to edit.     
  4. Navigate to Email --> Schedule using the left panel.                           
  5. Click the Email you want to edit. The Edit Email window appears.
  6. From the Template dropdown list, select the correct template.
  7. You can edit the existing email subject. (Optional)
  8. Turn off this email reminder from the Edit Email window by turning its toggle off.
  9. 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. 

blobid0.pngNote: If you are conducting tests on the email features, including the magic link, it is crucial to utilize an email registered as an attendee for the event being tested. However, if you’re only verifying the look and feel of the email template, you can use any email address previously registered as an organizer (attendee or speaker) on Goldcast. 

  1. Click Send.

Check your inbox for the confirmation email and ensure the content and subject matches up with 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.
  1. Enter the name as you’d like it to appear in the Sender Name field.
  2. 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. 

blobid0.pngNote: Custom email templates must be added to your event’s Email Templates list to appear in the templates dropdown on this page. Please review the above section of this document for instructions on completing this process.

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