Reminders (E-Mails & SMS) – mTap Quick Start Guide

One of the most effective ways to keep your attendees informed, reduce no-shows, and improve event engagement is through scheduled email & SMS reminders and notifications. mTap’s reminder system allows you to send important updates and reminders via email & SMS, ensuring that all your guests are well-prepared and on time for your event.

What You Can Do:

- Send email & sms reminders to guests about upcoming events or specific event details.

- Customize the content of your reminders to suit the needs of your audience (e.g., parking details, session updates, networking opportunities).

- Schedule reminders to go out at a specific time or send them immediately based on event needs.

- Notify attendees of important updates, changes, or announcements in real-time.

How to Set Up SMS Reminders and Notifications:

1. Log in to Your mTap Account and navigate to your event’s homepage.

2. Click on the “Reminder” Tab from the Event Management section.

- This is where you can set up SMS reminders for your guests.

3. Select the Guests to Send a Reminder To:

- You can choose specific guests from your attendee list or select all participants at once.

- Pro Tip: Consider sending targeted reminders to different groups, such as sending parking instructions to VIP attendees or agenda reminders to all attendees.

4. Select “Broadcast SMS”:

- This will open a template for creating and customizing the reminder message.

Write Your SMS Message:

Keep SMS messages short and to the point, as they have character limits. Focus on immediate or urgent information, such as “Session starting in 10 minutes” or “Parking lot update.”

Send or Schedule the SMS:

You can either send the SMS immediately or schedule it for a later time.

Pro Tips for Using SMS Notifications:

Use for Time-Sensitive Updates: SMS is best for urgent reminders, such as notifying attendees that a session is about to begin or communicating last-minute changes.
Keep It Concise: Since SMS messages are limited in length, be brief and focus on key information.
Opt-In Requirement: Ensure that attendees have opted in to receive SMS reminders when they register, as permission is required for sending such notifications.

E-mail Reminder and Notification Template Setup: Personalize Communication with Attendees

The mTap system provides a highly customizable email configuration process, allowing event organizers to tailor their communication with attendees. From RSVP confirmations to event updates, you can configure each email to deliver key information while personalizing it for each guest. This ensures that every attendee feels informed and engaged before, during, and after your event.

What You Can Do:

Set up and customize email templates for RSVPs, registration confirmations, ticket emails, reminders, and updates.
Use dynamic placeholders like {first_name} to personalize emails for each attendee.
Customize both the subject line and body of each email to include event-specific information.

How to Set Up and Customize Email Templates (Step-by-Step):

Log in to Your mTap Account and select the event you want to manage.
Navigate to the “Emails” Tab from the event management dashboard.
- This tab provides access to all the different email templates that you can configure and send to your attendees.
Select the Email Template You Wish to Configure:
- You’ll see several template options, including:
  - RSVP Email
  - RSVP Email Without Name (for pages where names are not collected)
  - Event Registration Confirmation Email
  - Event Ticket Email
  - Event Reminder Email
  - Event Update Email
- Click on the template you want to customize.

1. RSVP Email Configuration

Subject: Enter the subject line for the RSVP confirmation. Example: “Thank you for your RSVP, {first_name}.”
Body:
- The body of the email can be personalized using placeholders. For example:
  Dear {first_name},
  We are excited to invite you to our upcoming event: [Event Name]. Please stay tuned for further details.
- Pro Tip: Use the RSVP confirmation email to include helpful details, such as parking information, key event times, or links to the event landing page.

2. RSVP Email Without Name

Subject: Enter the subject for guests who have RSVP’d but whose names were not collected. Example: “Thank you for your RSVP!”
Body:
- Dear Guest,
  We are excited to invite you to our upcoming event: [Event Name].
- Pro Tip: Use this email for scenarios where guests RSVP but do not provide detailed personal information. Keep it more general but still include relevant event details.

3. Event Registration Confirmation Email

Subject: Example: “Your registration is confirmed, {first_name}.”
Body:
- Hi {first_name},
  Your registration for [Event Name] is confirmed.
  - Include the registration date, ticket type, or other key details about the event to keep the guest informed.
- Pro Tip: This is a good place to remind attendees to bring their ticket or provide details on how to check in.

4. Event Ticket Email

Subject: Example: “Here is your ticket for the event, {first_name}.”
Body:
- Hello {first_name},
  Below is your ticket for the upcoming event: [Event Name].
  {ticket}
- Pro Tip: Include clear instructions on how to use the ticket, whether it's for checking in at the door, scanning a QR code, or providing proof of registration.

5. Event Reminder Email

Subject: Example: “Reminder: Upcoming event, {first_name}.”
Body:
- Hi {first_name},
  Just a reminder about the upcoming event [Event Name]. We look forward to seeing you on [Event Date].
  - Pro Tip: Use reminder emails to include last-minute details like the event start time, parking instructions, or important updates. Reminders sent the day before the event are especially effective for reducing no-shows.

6. Event Update Email

Subject: Example: “Update: Event details for {first_name}.”
Body:
- Dear {first_name},
  We have some updates regarding the upcoming event [Event Name]. Please see the details below.
- Pro Tip: Use this email to communicate last-minute changes, such as schedule adjustments, venue changes, or important updates that all attendees should be aware of.

Personalizing Email Templates with Dynamic Placeholders

To make emails more personal and engaging, mTap allows the use of placeholders. These automatically pull in attendee-specific information, such as their first name or ticket type, into each email template. Some of the most commonly used placeholders include:

{first_name}: Inserts the attendee's first name.
{ticket}: Adds the guest’s ticket details.
{event_name}: Inserts the name of the event.

Pro Tip: Personalizing emails with these dynamic placeholders significantly increases engagement and ensures that the communication feels tailored to the recipient.

Scheduling and Sending Emails

Once Your Email Templates Are Configured, you can either send them immediately or schedule them for a later date:
- Send Now: Emails are sent out immediately to all selected attendees.
- Schedule for Later: Pick a specific date and time to send the email. This is particularly useful for reminders or updates.
- Pro Tip: Schedule event reminders to go out a day before the event and another one just a few hours before the event to keep guests engaged and prepared.
Monitor E-mail Performance:
- Once emails are sent, you can monitor their delivery and engagement. Check to see how many guests opened the email and whether any emails bounced or were undelivered.

Why Use mTap’s Email Reminder System?

Engage Attendees: Personalized emails make attendees feel more connected to the event and can increase engagement.
Reduce No-Shows: Timely reminders ensure that attendees are well-prepared and remember the event, reducing last-minute cancellations or no-shows.
Automate and Simplify Communication: Setting up email templates in advance helps automate your communication, allowing you to focus on other aspects of the event while ensuring guests remain informed.

Best Practices for Email Notifications

Timing Is Key: Send important updates well in advance but follow up with reminders closer to the event to keep your event top of mind.
Keep It Concise: While customization is great, make sure your emails are concise and include only the necessary information to avoid overwhelming attendees.
Call-to-Action (CTA): Include a clear CTA in your emails, such as a link to the event page, session schedules, or downloadable event resources.

mTap’s Email Configuration: A Complete Communication Tool

mTap’s email configuration system offers a powerful way to manage event communication. With customizable templates, dynamic placeholders, and the ability to schedule emails in advance, mTap ensures that your attendees receive personalized, timely, and engaging notifications about your event. Whether it’s confirming registration, sending tickets, or reminding guests about key details, mTap helps you communicate effectively, ensuring a smooth and professional event experience.