User manual details

05 Edit and send emails

Entwerfen Sie HTML Emails und laden Sie Ihre Teilnehmer per Email ein.
Emails with yve
You can send emails to participants. To do this, you set the defaults under 'Event Dashboard -> Emails' and set the email sender. Emails are sent in HTML format. Caution: Some email clients do not implement the HTML format correctly. Therefore, it is essential that you test emails before sending them to your participants (see 'Testing, testing, testing, ...').
 
Yve HTML emails have a width of 660px + 2x20px border (important for images that are to go over the whole width).
 
Email sender
Under 'Event Dashboard -> Emails -> Email Sender', you specify the sender of the emails:
  • Name of the sender: this is the sender's name. This may be a freely definable text, e.g. 'Invitation to the summer festival'.
  • Sender email: this is the FROM email address of the sender. Please contact yve support if you want to send out with your own emal address. Yve can send emails with your sender address (FROM) after the verification. The return path address (MAIL FROM) remains set by our provider Amazon, but is not displayed in most email clients (possibly as a representation, for example, 'sent on behalf of'). Caution: Without your own email the sender is 'yve@yve-tool.de' and the server information (for example via undeliverable email addresses) are lost for you. The domain of your sender address can not have a DMARC entry, since this would not allow the difference between FROM and MAIL FROM. Some e-mail servers block or add warnings for e-mails that have their own e-mail address, but have been sent by third-party e-mail servers or that use a FROM that has no valid SPF record. Please test (or aks your IT) whether this is the case with you or your recipients - the following possibilities then exist for you:     
    • Whitelisting: Your IT places amazonses.com as an allowed domain (via SPF records in your domain and/or a spam filter exception rule)     
    • MAIL FROM: Your email address is created as MAIL FROM from us. To do this, you would need to whitelist amazonses.com (see above) and create a subdomain in your domain, and then enter amazonses.com as an MX and SPF record.     
    • SMTP gateway: You give us an SMTP gateway (URL, user, password) tat yve then uses to send emails.
      yve can only send emails via port 587 with AUTH LOGIN with STARTTLS. Caution: this gateway should be able to send your e-mail volume as a limit, which can be confirmed by your IT.     
    • Own domain: We create a new domain for you and set it up so that e-mails can be send. This requires an available domain name and may incur additional costs.
    • yve E-Mail address: We create a mailbox alias accountname@yve-tool.de for you. Emails and bounces are then forwarded to the account administrator. Some Email Servers Spam Filter scan for companynames, in that case you have to whitelist accountname@yve-tool.de.
  • Reply to email: If a participant answers to the email, this email address will be used
  • CC / BCC: puts an email address cc/bcc on any email. Caution: if you send invitations to 1000 participants, you will receive 1000 emails.
 
Set the salutation
The salutation for the event website and emails are the same, see Creating an event website.
 
Answer Button and change background
Yve can use two types of buttons in emails. With 'Reply Button', the participant can directly access the event website without having to log in. With 'commitment / cancellation button' he says directly to or from. You can change the text and color of the email buttons here.
 
The answer button contains the ID of the invitation and a 20-digit security token specific to the contact. You can re-generate the token for each contact under 'Contact Details -> Password -> Login Token generate new' if this is desired for security reasons. Old invitations for this contact will then no longer work.
 
You can change the background color by selecting a color.
 
Variable content with placeholders (Merge Tags)
You can read about the functionality of the editor in the article 'Edit Event Website'. You can insert variable content with placeholders (we call them merge tags). You will then see the placeholder in the editor with | * yve _.... * | Which is then automatically updated by yve with the individual contents, e.g. Salutation is replaced. The following merge tags are available for emails:
  • Button Left: sets the login button to the left. The button opens the event website. Caution: for emails, the position of the button can not be adjusted via the orientation. Therefore, there are buttons for left and centered alignment.
  • Button Center: sets the login button centered. The button opens the event website.
  • Button Direct: sets the commit / cancellation button left-aligned. The answer is set directly and then the web page is opened. Caution: the questionnaire is bypassed with this button.
  • Greetings: sets the individual salutation to this place as defined under Salutation.
  • Login General: general login URL, login name and password of the participant. We recommend to use the buttons rather than the login, so avoid typing errors.
  • Login Event: Login URL of the event, login name and password of the participant. We recommend to use the buttons rather than the login, so avoid typing errors.
  • Survey (list): sets the questions and answers of the participant as a list (answers are available under the questions) to this place.
  • Survey (table): sets the participant's questions and answers as a table (answers beside the questions).
  • Contact Familyname: sets the surname of the participant
  • Contact Firstname: sets the first name of the participant
  • Contact Title: sets the participant's title
  • Contact Company: is the company of the participant
  • Contact Position: sets the position of the participant
  • Contact Country: sets the country of the participant
  • Contact Email: sets the subscriber's email
  • Companions: sets the number of accompanying persons
  • Companion names: Sets the names of all companions
  • Sales Contact: sets the sales manager of the participant
  • Contact Field 1-6: sets the content of the respective user-defined master data field
  • Event Title: sets the title of the event
  • Event Description: sets the description of the event
  • Event Location Name: sets the name of the venue
  • Event Location Address: sets the address of the venue
  • Event Start Date: sets the start date of the event
  • Event End Date: sets the end date of the event
  • Event Start Time: sets the start time of the event
  • Event End Time: sets the end time of the event
  • Event imprint: the event imprint
  • Account Company: sets the company of this account to this place
 
Edit email text
You can set the following e-mails in yve, the name serves as a hint, they can fill these templates with content as they wish and send them whenever they want:
  • Save the date:  before the event, to block the date with the participant
  • Invitation: the actual invitation email. Should contain the registration button
  • Reminder: to all participants with the status 'not answered', also here with registration button
  • Final Details: shortly before the event with the answers to the questions and details on how to get there, etc.
  • Thanks: after the event, possibly with a new survey as feedback
As an account holder, you are responsible for the content of your emails. Caution: remember to provide the legally required information for your imprint, data protection and any general terms and conditions in your emails.
 
 
Texts for automatic emails
Automatic emails are sent by yve when the participant has performed certain activities:
  • Confirmation Accept: is automatically sent to participants when they have accepted. Should contain the answers.
  • Confirmation Decline: will be automatically sent to participants when they have declined.
  • Confirmation Registration: will be automatically sent to participants if they have registered with a public registration.
You can also set the sales contact 1 and / or 2 automatic BCC with the confirmation emails with 'Event Dashboard -> Registration -> Confirmation Emails bcc sales contact(s)'.
 
 
Email attachments
You can add an attachment to the emails. The format is a pdf document whose content you can develop with the HTML editor:
  • RSVP: pdf document as invitation, e.g. with QR code or login data for registration.
  • Ticket: pdf document as admission ticket. With QR code
  • Calendar invitation: ics file as calendar entry,e.g. as an attachment for the Save the Date

 
Emails and language
A German and an English version can be created for each email. If one language is empty, the other is automatically taken. If you send emails, yve will check with each participant whether a language has been defined for the contact. If no contact language has been set, your account language is automatically selected. Caution: In the preview of 'Create email campaign', you will only see the language that is set for you in yve. You can see the alternative language by changing the language in the navigation bar.
 
 
Emails and spam filters
We regularly check yve against spam filters, but can not guarantee that yve emails do not end up in the spam filter. The yve email templates are tested against the common email spam filters:
  • Sending throttel: yve sends emails individually and individually at a speed of about 2 emails per second. This ensures that no server gets too many emails at once.
  • SPF: all our emails have a valid SPF record (for checking against the MAIL FROM and HALO domain).
  • DKIM: Emails with the domain yve-tool.de are set so that the DKIM check is positive. If you have your own MAIL FROM domain, you must also create your own DKIM records (please contact yve support).
  • Sender ID: Emails with the domain yve-tool.de are set so that the Sender ID Check is positive. If you have your own sender address, you must create an SPF record for amazonses.com in your main domain.
  • DMARC: Emails with the domain yve-tool.de are set so that the DMARC check is positive. If you have your own sender address, you must also set up the MAIL FROM (see above). 
We cannot, of course, foresee the content of your email, there are many traps in which they can tap. Many spam relevant terms and of course all possible obscene terms are on the spam filter lists. Every email recipient has a long-standing personal relationship with his spam filter. This remembers content very precisely, if the recipient itself identifies an email as spam.
 
Therefore you should test your emails yourself, see the article 'Testing, testing, testing'.
 
Undeliverable emails
If an email that you have specified as the recipient is undeliverable, you will automatically receive a message about it. This e-mail will then be automatically blocked to prevent the wrong email addresses from being sent. Please check the email and correct the email recipient. You can simply re-send it to a changed email address. Caution: The email reputation of yve is measured by how many undeliverable emails are sent. Please keep your emails so that the rate of undeliverable emails does not exceed 5% and the rate of the complaints is not 0.1%. If this value is exceeded repeatedly, your account can be blocked.
 
 

Create texts for letters
You can also use yve to create letters instead of sending emails to participants. To do this, you can specify the print head area under 'Event Dashboard -> Printing -> Print header'. This is set by the size so that the print address can be displayed under the header area so that it can be seen in the letter view window.
 
You can then specify the same number of texts for the serial letters for the different phases as the email texts. When you then create a print, a pdf document with all the letters will be generated, which is sent exclusively to you as a user. Then they only need to print and send the letters (see article 'Send invitations to participants and manage workflows').
 
 
Name tags
You can print with yve name tags. Enter the text for the name tag under 'Event Dashboard -> Printing -> Name Tag'. Name plates can then be printed as 1 per page or 10 per page under 'Create print'.
 
 
Tips for the perfect email
  • You can count on the fact that some email clients automatically block images and only download them when the participant clicks on a link. Avoid large images at the beginning of the email and make sure your email is understandable without pictures.
  • Some email clients to disable links for security reasons. If they write links in the plain text, the participant can still copy the link and open it in the browser.
  • Use tables to position texts and content
  • Avoid items that would occur the same way in spam messages
  • Send Reminder emails - this is not obtrusive, but polite and helpful.
  • Sent the invitation more than 2 weeks before, the save the date 3 months before
  • Remember that you enter your legal information. As an account holder, you are responsible for the content.