Creating Email Messages

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You can create Email Messages that are automatically sent in specific situations (orders, refunds, etc.) as well as bulk emails that are sent out during your campaigns.

Example: You want to create a unique email to be sent when someone signs up for a particular product.
How To: Click the Add New Email button in the upper right. Add Title and select the Type


Next click on the type of Email you want to write.

Tip: The most commonly used emails in the system are “Order Product Confirmation” – the email triggered when a customer purchases a Product; “Order Refund” – the email triggered when a customer is given a refund; and “Email Campaign” – the email that is sent out when you create an Email Campaign

Common Types of Emails:

  • Account Password Changed (when an end user changes his password)
  • Admin Order Product Confirmation (similar to the Order Product Confirmation, but sent to assigned Admin users)
  • Email Campaign* (sent out via the Email Campaign system to distribution lists you choose)
  • Email Campaign with Mapped Data* (sent out via the Email Campaign system using a custom spreadsheet)
  • Global Order Confirmation (email confirmation sent for ANY product purchased that doesn't have another Order Confirmation email assigned to it)
  • New Account (sent when end user creates a new Account)
  • New Participant (sent to a new Participant when s/he is added to the system)
  • Order Participant Confirmation (sent to a Participant when an Order is placed for an event to which he is assigned)
  • Order Payment Confirmation (sent to an Account when he makes a Payment toward an outstanding balance)
  • Order Product Confirmation (sent to an Account when he purchases a Product)
  • Order Refund (sent to an Account when he receives a Refund)
  • Participant Form Request (sent to a Participant when a Form is required for them to fill out)
  • Participant Form Security Code (sent to a Participant when a Security Code is required to complete a Form)
  • Payee Payment Confirmation (sent to an Account’s designated Payee when Payee makes a payment)
  • Payee Payment Request (sent to an Account’s designated Payee requesting Payee to make a payment)
  • Post Product Purchase Video Assignment (sent to an Account after purchasing a Product and having a video assigned to that product AFTER the initial purchase)
  • Product Account Assignment (sent to an Account notifying them they are “approved” to purchase a certain Product that is not available to the general public)
  • Product Notification (sent to an Account who has clicked to be put on the “Notify Me” list for a certain Product)
  • Product Trigger (sent to an Account based on a certain trigger that is set – for example an email set to go out 2 weeks before an Event begins)
  • Product Waitlist (sent to Accounts on a Waiting List to let them know a Product is now available)
  • Recurring Billing – Charge Failure (sent to an Account if a recurring billing charge has failed)
  • Recurring Billing – Charge Success (sent to an Account if a recurring billing charge has gone through)
  • Recurring Reminder – Pay to Balance Owed (sent to an Account to remind of an upcoming payment made towards a balance owed)
  • Shipment Tracking Number (sent to an Account to give them the Tracking Number of an ordered item)
  • Staff – Applicant Hired (sent to an Applicant in the Staffing system who has been hired for a position)
  • Staff – Checklist item triggered email (sent to an Applicant when they have completed a certain checklist item)
  • Staff – New Applicant Alert (sent to the HR contact as designated in the system to tell him an applicant has applied for an open position)
  • Staff – Posthire Checklist Complete (sent to the HR contact as designated in the system to tell him an applicant has finished all POST-HIRE checklist items and can be assigned to an Event to work)
  • Staff – Posthire Checklist Complete (to Applicant) (sent to the Applicant to tell him he has finished all POST-HIRE checklist items and can be assigned to an Event to work)
  • Staff – Prehire Checklist Complete (sent to the HR contact as designated in the system to tell him an applicant has finished all PRE-HIRE checklist items and a hiring decision can be made)
  • Staff – Prehire Checklist Complete (to Applicant) (sent to an Applicant to tell him he has finished all PRE-HIRE checklist items)

Note: “Email Campaign” email type – these are not automatically triggered or SYSTEM GENERATED emails. They are created the same way as other email types, but are sent via the Email Campaign system.

This will open the "Edit Email Message" screen.x2.png

You must fill in the fields for Title and Subject; CC Address and BCC Address are optional.

Note: Title is not seen by the customers receiving the emails – it is only for internal system recognition. Customers DO see Subject.

Next, create the email’s content/body in the WYSIWYG Editor window:

In the editor, click on Table in the menu, point to Insert Table and select the number of columns and rows you want.
Stretch the table to the desired size and paste the picture into one side and text into the other. Of course, other content may be placed in either side, text, graphics, video, etc.x3.png

In the body of the email you can add dynamic fields that are filled in based on the particular Account, Participant, or Order information that relates to the recipient of the email.

Example: An “Order Product Confirmation” email is being sent to Jane Smith who just purchased the Product “Summer Camp” for her daughter Jill Smith. The email contains the dynamic fields for FIRST NAME, LAST NAME, and ORDER SUMMARY PARTICIPANT LIST.

How It Works: The fields would fill in “Jane” for FIRST NAME, “Smith” for LAST NAME, and “Jill Smith, Summer Camp, Date/Time” for ORDER SUMMARY PARTICIPANT LIST.

To add these dynamic fields, find the list of available fields in the right hand column:


In the MCE Editor window, click to place the cursor where you wish to insert the dynamic field:

Once you have placed the cursor where you want the dynamic field, click on the field you want to insert from the column of available fields at the far right:

The field will now be inserted in the body of the email.

You can preview your email and send it to yourself to see how it will look to end users.

NOTE: There is no live data associated with a specific order and account in the Preview mode, so many of the fields will display arbitrary or incorrect information in the "Email Preview" screen. This will NOT be the case when a customer receives it.

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