Articles in this section

Email Widget

  • Updated

The email widget allows you to send custom emails to all your users based on various triggers, i.e. Event Reminders, Schedule for the Month, Birthday Announcements etc.

The email templates are completely customizable with various pre-built templates for you to use.
 

To Create an Email 

  1. Go to Manage > Email
  2. Click "New"
  3. Select Type of Email You Want to Create
    • Event Reminder
      • An email that goes to everyone scheduled based on the time you decide (X days before or after). You can set this email to trigger for specific events.
    • Short Staffed Notification
      • An email that goes to either MGMT, your team, or both (you pick) that lets people know an event is short staffed. CSz Houston has two set up.
    • Schedule for the Month
      • An email that goes to each player with their schedule for the month. This email MUST be manually triggered as you will select which month you want it to go out for.
      • See below for instructions on triggering the Monthly Schedule Email
    • Birthday Announcement
      • An email that goes to everyone on your team except the birthday person, letting them know it's someone's birthday. Good for building team unity & morale.
    • Availability Due
      • A monthly or weekly email that goes out to remind people to put their availability in. Can go out to people before avails are due or after to anyone who did not submit ANY avails for the designated time period.
    • Manual Communication
      • These are unique in that they don't trigger off of anything, but you can include whatever information you want in them and then send them with the click of a button.
    • Click here to view template examples
  4. Enter Email Details
    • The available fields will vary depending on the email type. The list below contains all options all emails. If you don't see a specific field on your template, that means that field is not available to use on that email type. 
    • Show Types
      • Can filter by show type. If you select a show type, the email will only go out if the event is a certain show type.
    • To
      • All Users: All users in the system
      • All Scheduled Users: Any user scheduled for a particular event
      • Managers: Any user with manager privileges
      • Reply To: Account Admins
      • Just User: 
      • All But User: All but user referenced in email (specific to Birthday email)
      • No Avails: Any user who not yet submitted availability
    • CC
      • Enter any email address you would like CC'd on the email
    • BCC
      • Enter any email address you would like CC'd on the email
    • Subject
      • The subject line for the email. Variable fields can be used in the subject line.
    • Body
      • The body of the email. You can use multiple variable fields to pull in data from the system.
    • Days Before
      • Email will be triggered x days before criteria
      • Multiple "days" can be selected for the same email. For example, you can send out an email both 2 days and 6 days before an event if you click both options.
    • Frequency
      • How often you want the email to go out
        • Monthly
          • Select Date in Month
        • Weekly
          • Select Day of Week
    • Automatically Send
      • Check this button if you would like the email to send out automatically. Keep in mind, not all emails can go out automatically.

Editing Emails

  1. Go to Manage>Emails
  2. Click the "Pencil Icon" next to the email you want to schedule
  3. Update Email
  4. Click "Update Email" to Save

Triggering Emails 

From the Email Module

  1. Go to Manage>Emails
  2. Click the "Envelope Icon" next to the email you want to schedule
    • You will see the number of emails that will be sent out by looking at the "Triggers Today" column
  3. A pop up will display the number of emails that will be sent. Click OK to send.

From the Specific Event Page

  1. From the Calendar Page, click on the relevant event
  2. You will see any currently scheduled emails under the "Emails" module
  3. To send a new email, click the "+" icon to see the list of emails that can be sent based on a specific event
  4. Click the "Envelope Icon" to send the email.

 

Variable Email Field Glossary

%%theatre%%

%%date%% - Event Date

%%event_name%% - Event Name

%%call_time%% - Call Time

%%location%% - Event Location

%%time_blurb%%

%%notes%% - Event Notes

%%schedule%% - Event Schedule

%%missing_roles%% - Roles Without Anyone Currently Scheduled

%%event_link%% -

%%user_name%% - Name of User

%%user_phone%% - User Phone Number

%%month%% - Current Month

%%next_month%% - Next Month

%%user_schedule%% -User's Schedule

 

 

Powered by Zendesk