How To: Send Bulk Emails

Elise Fletcher
Elise Fletcher
  • Updated


Send bulk emails to multiple delegates, delegate type or users.


  • Create a Tenant
  • Create an Event
  • Permissions Granted of "
    • Please request access from your Account Manager if you believe you do not have the correct permissions.

Instructions - Setup Trigger Email

  1. Within the Admin Tools Dashboard, navigate to 'Notifications' and then 'Trigger Notifications' via the black navigational bar on the left-hand side. 
  2. Click the blue pencil to the right of the email of 'user_import_mailer' to commence editing this email. If you are unable to find this, add in 'user_import_mailer' into the search box to locate this.
  3. Once you are within the editing screen, work from the top down to update the relevant information. If you need a template, please contact your Account Manager for one based on your requirements. 
    • Subject Line - this is the subject line for the email. Try and keep this short and concise as this will be in each Users email inbox
    • From Name - this is the name the email will come from. If nothing is inputted here, the Company Name from the Tenant will be used. 
    • Header Text - this does not need to be completed as you should have an email banner setup for your event
    • Email Body - update and change the relevant wording which will be sent to each relevant delegate. The default is the below:
      "Hello {{fullname}},
      We look forward to seeing you at the event. Click this link {{url}} to set your password and complete your profile.
      To login into your account without a password please use this link {{login_link}}, this link will expire after {{expiry}}"
      • Please refer to this document about which additional fields can be used for each emails: <insert link here once document is ready> 
        • Within the fields above, please see below details about what each do:
          • {{fullname}}
            • This is the User's full name
          • {{url}}
            • This is a 1 time use URL which allows Users to reset their password
          • {{login_link}} & {{expiry}}
            • These links relate to the Magic Link Login Function. 
              • {{login_link}} = This links allows Users to login without a password. This can be used multiple times. 
              • {{expiry}} = This is the expiry of the link once the email has been sent. Default is 28 days. 
      • Regarding the above fields, it's best to only choose URL or login link and not use both as it might confuse your Delegates/Users. 
    • Footer Text - This is shown within the Footer Banner with the social icons and contact email
    • Send Email - Update this to Enabled to complete testing. 
      • Please note - if you enable this and then input or import users, they will get the email so until you are ready to send your bulk email - it's best to leave this disabled. 
    • Choose Event - If your Platform is a Multi-Event Platform, please ensure the correct event is chosen.
    • Push Notification Info
      • More information to come soon. Please leave this as disabled. 
  4. Once you are happy with all of the information you have inputted into your email, click Submit. 
  5. To send yourself a test to ensure all the User fields are working and you are happy with the layout, navigate to 'Bulk Notifications' in the 'Notifications' section of the black navigational bar on the left-hand side. 
  6. Find the email you just updated which should have been 'user_import_mailer' and click the envelope to the right hand side which is named 'Send Bulk Notification'
  7. From Users, search your name and choose. Then click "Submit" which will send you the email. 
  8. From here, complete the steps above to update any of the content until you are happy with the email which it to be sent out to the relevant Users.

Instructions - Send Bulk Email

  1. Within the Admin Tools Dashboard, navigate to 'Notifications' and then 'Bulk Emails' via the black navigational bar on the left-hand side. 
  2. Choose the relevant email which should be 'user_import_mailer' and click the envelope to the right hand side 'Send Bulk Notification'. (The reason user_import_mailer is used is because it has the most amount of fields to generate passwords or magic login links.)
  3. Choose either to send the email by Delegate Type or you can send to All Users, or only specific User/s.
    • Only Active Delegate Types with registrations will show in this list. 
      • Only Users with a Completed & Approved or Completed & Confirmed registration will be sent the email. 
    • If you select All Users, this will send to All of the User Accounts within the Platform. If you have a Multi-Event Platform with Registration Enabled, you should not be using this and only using Delegate Types to send your bulk emails. 
  4. Once you are happy with your selections, click 'Submit' which will commence sending your email to all the relevant Users you have chosen.
  5. To check the status of your email sending, it's best to check the reporting. To access the report, navigate to 'Reports' via the black navigational bar on the left-hand side.
    • Once you are in the Reports Dashboard, you will see the word 'Reports' next to the Joyn logo in the top left of the screen. 
  6. From here, navigate to 'Trigger Notifications' via the black navigation bar on the left-hand side to check the reporting. Please see below notes about reporting and the email being sent.
    • If you are sending to quite a number of Users, please wait 5 - 10 minutes for the email to send to ALL of the Users or Delegate Types you have selected.
    • Good practice is to know how many people this should have sent too and crosscheck the last ID used for an email and add on the qty of emails you are expected to send to know when all the emails have been sent. For example, the last ID used is #80 and you have 281 registration, the final ID number should be about #361. 


Your bulk email will be sent to all relevant Users. 




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