In this article
The following article describes how to manage communications in Arlo.
- Enable/disable email notifications for an event
- Add, edit, and remove special instructions and attachments sent to registrants (and key contacts)
- Enable/disable venue confirmation emails sent to a venues booking contact
- Enable/disable presenter confirmation emails sent to presenters of an event
- Enable/disable reminder emails sent to event registrants
- Enable/disable and edit follow-up emails sent to event registrants
Enable/disable emails notifications for an event
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.
Add, edit, and remove special instructions and attachments sent to event registrants
Arlo allows you to add special instructions and attachments to event instructions sent to registrants (and key contact confirmation for private events) when their registrations are confirmed, and venue booking contacts.
You can add special instructions and attachments to a single event or to an event template and share them with other events using the template. Special instructions are also included in event reminder emails.
Key contact confirmations for private events can also have default instructions stored in your Arlo platform.
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 or Venue booking confirmation. If the event is private, you can also add special instructions for Key contact confirmation emails.
- At the Special instructions section, click Add.
- Enter your special instructions and add attachments if needed. 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.
Send venue confirmation emails to a venues booking contact
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
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.
Enable/disable venue confirmation emails for an event
- 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. Note: event logistics will automatically be included in the email if it was added to an event.
- Press Save and Close.
Enable/disable presenter confirmation emails sent to presenters of an event
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.
- Press Save and Close.
Enable/disable reminder emails sent to registrants of an event
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. Note: Reminders do not include attachments.
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.
Enable/disable and edit event follow-up emails
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 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 event follow-up emails
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 Activate/Deactivate for the each of the follow-up emails you would like.
- If you are enabling a message click Edit to change the content of the follow-up email and enter the subject and content of the follow-up email. Note: Follow-up emails support replacer text. If you would like to use images, you need to add them using standard HTML.
- If you would like the follow-up email settings to be saved as the default event settings and applied to other events using the template select Update template and existing scheduled items.
- Press Ok and repeat the above processes for each type of follow up email you require.
- Press Save and Close.
Replacers for follow-up emails
You can customise the content of the follow-up emails using replacers to pull dynamic information about the event and contact, for example, their name and the event's name.
| 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 |