In Arlo, there are a number of automated emails that you can activate to be sent to relevant stakeholders for each course you are running. This article explains how to enable or disable those communications in Arlo.
If required, for specific courses, you may wish to send no course related communications, or you may wish for them not to be sent immediately.
Email notifications are enabled by default when creating a new course.
If course notifications are disabled, order emails related to registrations on the course will still be sent to the billing contact.
- Open the Courses menu item.
- Find and select the course you would like to edit.
- Press Edit.
- Select the Communication tab.
- Select or deselect Enable email notifications for this item.
- Press Save or Save and close.
Arlo allows you to add special instructions to the confirmation emails sent to registrants, presenters (and key contact confirmation for private courses) and venue booking contacts. If your plan supports document management you can also add attachments.
Special instructions added to the Registration confirmation emails are also included in course reminder emails, but reminders do not carry attachments.
The following instructions can also be followed when creating a new course or course template.
- Open the Courses or Templates menu item.
- Find and select the course or course template to which you would like to add special instructions or attachments.
- Press Edit.
- Select the Communication tab.
- For the required email (Registration confirmation, Venue booking confirmation, Presenter confirmation, or Key contact confirmation (if a Private course)), click Edit.
- For the Special instructions section, click Add.
You can save platform-wide default special instructions for Key contact confirmation emails for private courses, so you don't need to add them manually each time.
- Enter your special instructions and add any attachments needed. If you have documents stored against the course, they will be displayed as available attachments to send.
The maximum file size per attachment is 5 MB. If you need to remove any existing instructions or attachments, press Remove.
- If you would like to update the course template and any existing future courses on the template with the same special instructions and attachments, tick Update template and existing future courses.
- Press OK.
- Press Save and Save and Close.
Allow allows you to send up to three course reminder emails to registrants prior to a course starting. Reminders have the same structure as the course instructions emails, including special instructions and calendar appointments. They contain any new information that has been updated on the course, e.g. new or updated special instructions.
Registration reminder emails do not include attachments. We recommend linking to hosted documents instead.
The following instructions can also be followed when creating a new course/course template.
- Open the Courses menu item.
- Find and select the course you would like to send reminders for.
- Press Edit.
- Select the Communication tab.
- For Registration reminders, click Activate.
- Tick the checkbox for each reminder you would like to be sent and select the time period for which you would like them to sent.
- If you would like to update the course template and any existing future courses on the template with the same special instructions and attachments, tick Update template and existing future courses.
- Press OK.
- Press Save or Save and Close.
The special instructions included in Registration reminder emails are pulled from the same place as those included in the Registration confirmation email.
Therefore, to edit the special instructions included on the registration reminder emails, you can follow the instructions above.
Arlo allows you to send venue booking confirmation emails to your venues' booking contacts. The venue confirmation email contains important logistical information, such as the course schedule details, catering information, room setup instructions, and calendar appointments.
Add a booking contact to a venue
The following process describes how to add a booking contact to a venue.
- Open the Venue and rooms menu item.
- Open the venue you would like to edit.
- Press Edit.
- From Contact details section, enter a booking contact. This person will receive venue confirmation and cancellation emails when their venue is used for a course.
- Press Save.
Enable/disable venue booking confirmation emails for a course
The following process describes how to send a venue booking confirmation email. The following instructions can also be followed when creating a new course or course template.
- Open the Courses menu item.
- Find and select the course you would like to send venue booking confirmation for.
- Press Edit.
- Select the Communication tab.
- For the Venue booking confirmation, click Activate/Deactivate. If you need to include special instructions in the email, click Edit.
Course logistics will automatically be included in the email if that information is added to a course.
- Press Save or Save and Close.
Arlo allows you to send presenter confirmation emails to your presenters. The presenter confirmation email contains important logistical information including the course details and date/time and calendar appointments.
The following instructions can also be followed when creating a new course/course template.
- Open the Courses menu item.
- Find and select the course you would like to send presenter confirmation.
- Press Edit.
- Select the Communication tab.
- For the Presenter confirmation, click Activate/Deactivate. If you need to include special instructions in the presenter confirmation, click Edit.
- Press Save or Save and Close.
Arlo allows you to send course confirmation emails to the key contact of private courses. The email to key contacts contains important logistical information including the course details and date/time and calendar appointments. You can also add special instructions and attachments.
The following instructions can also be followed when creating a new private course.
- Open the Courses menu item.
- Find and select the course you would like to enable/disable the course confirmation to key contact email for.
- Press Edit.
- Select the Communication tab.
- For the Course confirmation sent to key contact, click Activate/Deactivate. If you need to include special instructions or attachments in the email, click Edit.
- Press Save or Save and close.
Arlo allows you to schedule up to three follow-up emails to automatically be sent to registrants after a course has finished. You can send the follow-up emails to all attendees, attendees only, and non-attendees only.
Emails may take up to 30 minutes to be sent after a course has been completed or attendance is marked.
This feature is only available on Arlo Professional service plan and above. Contact Arlo Sales if you would like to discuss upgrading.
Enable/disable and edit course follow-up emails
The following instructions can also be followed when creating a new course.
- Open the Courses menu item.
- Find and select the course you would like to enable/disable follow up emails for.
- Press Edit.
- Select the Communication tab.
- For the follow-up email you would like to send, click Edit.
- Enter the Subject and content of the follow-up email. Follow-up emails support replacer text. If you would like to use images, you can add them using standard HTML.
If you select to send emails to attendees or non-attendees, you must mark registrants as attended or not attended. If you want to send a follow email to all registrants, you should use the follow-up email to all option.
- Specify the Schedule following which you would like the email to be sent.
- If you choose to Send these emails within defined business hours, this will adhere to the business days specified in your calendar settings. For example, if your business days are set to Monday to Friday, and you set a follow-up email to be sent one day after attendance is a recorded, and it is recorded on Friday, the follow-up email will be sent on Monday. Click the calendar settings link to go to your calendar settings.
- If you would like the follow-up email settings to be saved as the default course settings and applied to other future courses using the template, tick Update template and existing future courses.
- Press OK.
- Click Activate for the email you have just setup.
- Repeat the above process for each type of follow-up email you require.
- Press Save or Save and Close.
Replacers for follow-up emails
You can customise the content of the follow-up emails by using replacers to pull dynamic information about the course (for example, the course name) and contact (for example, their name) into the follow-up email.
| Replacer | Definition |
| [FirstName] | The first name of the registrant |
| [LastName] | The last name of the registrant |
| [EventName] | The name/title of the event |
| [Signature] | Sign off for Arlo Platform |
| [EventStartDateTime] | The start date and time of the event |