Enable, disable, and edit automated emails from Arlo

The following article describes how to enable and disable the following communications in Arlo.

• Email notifications for an event
• Special instructions and attachments sent to registrants (and key contacts)
• Venue confirmation emails sent to a venues booking contact
• Presenter confirmation emails sent to presenters of an event
• Reminder emails sent to event registrants
• Follow-up emails sent to event registrants

The following instructions describe how to enable or disable event notification emails to registrants e.g. event confirmations sent to registrants for a single event.

Note: Email notifications are enabled when creating a new event by default. Order emails will still be sent to the billing contact if an order has been created for the event registration.

• Open the Events menu.
• Find and select the event you would like to edit. 
• Press Edit.
• Select the Communication tab.
• Select or deselect Enable email notifications for this item.
  
  
• Press Save and close.

Arlo allows you to add special instructions to event instructions sent to registrants, presenters (and key contact confirmation for private events) and venue booking contacts. If your plan supports document management you can also add attachments.

Registrant special instructions are included in event reminder emails, but reminders do not carry attachments.

The following instructions can also be followed when creating a new event/event template.

• Open the Events or Templates menu.
• Find and select the event or template you would like to add special instructions or attachments for.
• Press Edit.
• Select the Communication tab.
• Click Edit on Registration confirmation, Venue booking confirmation or Presenter confirmation. If the event is private, you can also add special instructions for Key contact confirmation emails.
• At the Special instructions section, click Add. Note: Key contact confirmation emails for private events can also have default instructions stored in your Arlo platform, so you don't need to add them manually. 
  
  
• Enter your special instructions and add attachments if needed. If you have documents stored against the event, they will be displayed as available attachments to send. Note: The maximum file size per attachment is 5 MB. If you need to remove the instructions or attachments press Remove.
  
• If you would like to update event template and other scheduled dates of the event to use the special instructions and attachments tick Update template and existing scheduled events.
• Press OK.
• Press Save and Close.

Reminder emails use the special instructions from the registration confirmation "Event Instructions" email.

To edit the special instructions before the reminders are sent out, follow the instructions above.

Arlo allows you to send venue confirmation emails to your venue booking contacts. The venue confirmation email contains important logistical information including the event details, date/time, catering information, room setup instructions, and calendar appointments.

• Add a booking contact to a venue
• Enable/disable venue booking confirmation for an event

The following process describes how to add a booking contact to a venue.

• Open the Venues menu.
• Find and select the venue you would like to edit.
• Press Edit.
• From Contact details section select a booking contact. This person will receive venue confirmation and cancellation emails when their venue is used for an event.
• Press Save.

The following process describes how to send a

venue confirmation email

. The following instructions can also be followed when

creating a new event/event template

.

• Open the Events menu.
• Find and select the event you would like to send venue confirmation for.
• Press Edit.
• Select the Communication tab.
• Click Activate/Deactivate for Venue booking confirmation. If you need to include special instructions in the booking confirmation click Edit. 
  Note: event logistics will automatically be included in the email if it was added to an event.
  
• Press Save and Close.

Arlo allows you to send presenter confirmation emails to your presenters. The presenter confirmation email contains important logistical information including the event details and date/time and calendar appointments.

The following instructions can also be followed when creating a new event/event template.

• Open the Events menu.
• Find and select the event you would like to send presenter confirmation.
• Press Edit.
• Select the Communication tab.
• Click Activate/Deactivate for Presenter confirmation. If you need to include special instructions in the presenter confirmation click Edit.
• Press Save and Close.

Allow allows you to send up to three event reminder emails to registrants prior to an event starting. Reminders contain the same information as the in the event instructions emails, including special instructions and calendar appointments.

They also contain any new information that has been updated on the event in the meantime, for changed to special instructions.

The following instructions can also be followed when creating a new event/event template.

• Open the Events menu.
• Find and select the event you would like to send reminders for.
• Press Edit.
• Select the Communication tab.
• Press Activate on Registration reminders.
• Tick the reminder setting for each reminder you would like to be sent and select a period for them to be sent.
• If you would like to save this reminder schedule as the default for the event template and any other scheduled events using the template select Update template and existing scheduled items.
• Press Save and Close.

Arlo allows you to schedule up to three follow-up emails to automatically be sent to registrants after an event has finished. You can send the follow-up emails to all attendees, attendees only, and non-attendees only.

Note: Emails may take up to 30 minutes to be sent after an event 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 follow-up emails
• Follow up email replacer text

The following instructions can also be followed when creating a new event.

• Open the Events menu.
• Find and select the event you would like to enable/disable follow up emails for.
• Press Edit.
• Select the Communication tab.
• Click Edit to change the content of the follow-up email you would like to send and enter the subject and content of the follow-up email.
  Important: 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.
  
  Note: Follow-up emails support replacer text. If you would like to use images, you need to add them using standard HTML.
• Specify the Schedule following which you would like the email to be sent.
  Important: 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 event settings and applied to other future events using the template, tick Update template and existing future events.
  
  
• 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.

You can customise the content of the follow-up emails by using replacers to pull dynamic information about the event and contact, for example, their name and the events name into the follow-up email.