- Selecting Your Email Template
- Creating your own custom email template
- Scheduling Confirmation & Reminder Emails
- Change the email alias - who the email appears to come from
- Using Attendee First Names
- Changing the Subject Lines
- Testing Your Email Template
- Sending a Custom Email
Email templates should be set up before you open registration for your event, as they will be used to send an initial RSVP confirmation email to new registrants as well as additional reminder emails in the days leading up to your event.
When an attendee signs up to your event, it's very important that they receive both a confirmation email that includes both their Unique Login Link to join your event day-of and a button to add the event (and their unique login link) to their calendar.
Selecting Your Email Template
You have the option of using Goldcast's default email template, or your own custom template.
Goldcast's default template looks like this:
The same email template is used for both the confirmation and reminder emails. For this reason, it is important to keep the contents of this email evergreen.
Creating your own custom email template
To use your own custom email template instead of Goldcast's default email, enable the Custom Template toggle on the Email section. Then click the Drag your .html file here or Browse button to upload the template.
An example of what your email template could say is:
"Thank you for registering for ACME event. We look forward to seeing you at ##date. And then add another few sentences here on what else you may want them to know - or something to get them a bit more excited."
You'll want an HTML version of your email template to upload into the platform. As you are crafting this template, please keep these things in mind:
- For the login link, replace the URL with: ####
- For the add to calendar link put: ##$$
- And if you want to greet the receiver of the email by name put: ##user_name
- To have the event title automatically fill in to 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 "about" section, put: ##description
- 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 event tenth!) time creating an event on Goldcast, please always feel free to reach out to our customer success team to help with the creation of this template - or to give it a once-over.
Scheduling Confirmation & Reminder Emails
Choose your email reminder schedule by selecting or deselecting the emails in the list.
You can choose to have emails sent:
- When someone registers
- You may also select to have a calendar invitation sent to users when they register for your event by checking or unchecking the button next to "Include Calendar Invite"
- 7 days before your event begins
- 2 days before your event begins
- 1 day before your event begins
- 12 hours before your event begins
- 4 hours before your event begins
- 1 hour before your event begins
- 5 minutes before your event begins
Change the email alias - who the email appears to come from
Emails from the Goldcast platform will always come from firstname.lastname@example.org and this cannot be changed. However, you can change the name the email appears to come from. If you leave the default settings, the emails will appear to come from "Goldcast". You can change this name to appear as "Your Name from XYZ Company" or "The Team at XYZ Company", for example.
To change this, enter the name you'd like the email to appear to come from in the "Email alias" field and click "Save".
Using Attendee First Names
If you check the box next to "use first name of recipient," it will pull each attendee's first name into the default email template (keep in mind that if you use a custom email template, to use first names, you need to use the HTML code listed in the section above). Once you're all set, click "save changes."
Changing the Subject Lines
If you'd like the subject for each email to say something different, you may consider editing each one separately. Select the Edit Subject button next to an email template to update its subject line. Once you have finished, click the Finish Editing button followed by the Save Changes button.
Don't Forget to Test Your Email Template!
Before you can consider this done, it's imperative that you test out the email. To do so, click "Send Test Email" to the right of the email line. Check your inbox for the confirmation email and ensure the content and subject matches up with what you had in mind. Note: the email will come from email@example.com Note: if you are already registered for the event, you will not receive a confirmation email and you will need to use a different email to sign-up and test this out. If you do not have a second email to use, you can utilize this resource: https://temp-mail.org/en/
Sending a Custom Email
In the time leading up to your event, you may need to send an additional email to your event registrants that isn'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 event program.
- Select the Send Custom Email tab from the left menu on the Emails page.
- Enter your subject header in the Subject field.
- Custom emails cannot be created in the Goldcast platform and will need to be uploaded as an email template in an HTML file format. Select the Add Custom Template button to upload your template.
- Once your template has been uploaded, the HTML script will appear in the Email body field. It is good practice to send a test email to yourself before sending an email our to event registrants. Select the Send Test button and check your email to verify that its formatting and contents are correct.
- Once you have tested your email, you will be ready to send it our to your guests. Select the Send To Registered Email IDs button. This will send the email to all event registrants.