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How to send a one-time email blast using Communication Tools

The email marketing wizard enables you to send a one-time email to any contacts you choose to include

There are two types of emails you can send through our Email Blast tool:

  1. One Time Email > This is what you would use to communicate important information to your players, volunteers and others. It can also be used to send a 'thank you' to all those who made the event a success once the event has passed.

  2. Player Registration Email > These are designed to help you get contacts to register for your event.

One Time Email > This is what you would use to communicate important information to your players, volunteers and others. It can also be used to send a 'thank you' to all those who made the event a success once the event has passed.

Player Registration Email > These are designed to help you get contacts to register for your event.

This article will walk through the steps involved in sending a One Time Email:

  1. From the side navigation of your admin dashboard, select Communication Tools -> Email.

  2. Now you're on the Email Marketing Wizard screen. Look for the 'Email Blast' block at the left and select it.

  3. The first time you land on the next screen you'll see a pop up that states Event Caddy reviews all emails before they are sent and our typical response time. Once you close that, you'll want to select the 'New One Time Email' button.

  4. Now it's time to choose the recipients for your email. You can do this two ways:

    1. If you have contact categories setup just choose the category you want to include under the heading 'Contact Groups'.

    2. Choose individual recipients to include by scrolling down and selecting each one you want to include, or use the search box to quickly locate recipients.

  5. Once you've added all your recipients, select 'Continue' and now you will land on the screen where you'll compose your email. This is where you'll create the subject line for your email, choose your send date and most important of all - craft your message.

    • With the built-in content editor, you don't need to know HTML to build a world-class template. We've also included some handy 'Available helpers' that you can insert into your template which will auto populate information such as player name and your tournament site. Once you're happy with your email, select 'Continue' to move to the next step.

       

  6. You're almost done.... on the 'Preview' screen it will show a preview of the email you composed. If you want to change something simply select the 'Back' button to make changes. At this point you can also send yourself a test (select the 'Send Test Email' button) so you can see an actual email sample of what it will look like once approved by the Event Caddy team.

    • If you want to change something after your test email, you can - just select the 'Back' button.

    • Once you're ready to finalize everything, select 'Continue'.

  7. The next screen is where you'll verify the date you chose to send your email along with the recipients. You'll notice next to the date it shows 'Proposed Send Date'. Remember, before we can send your email, a member of the Event Caddy team will need to approve it. This might affect the date you selected.

    • If you're good with everything, select 'Continue'. If you need to go back a step, simply select the 'Back' button.

       

  8. The final step - submit for approval! Once you've selected 'Continue' from the previous step, select 'Submit for approval'. You'll then receive a confirmation window directly after this. Once your email is approved it will be sent to your recipients. If the email is rejected for any reason a member of the Event Caddy support team will contact you.

Customizing Your Target Audience

In some cases, your target group might not already exist within Event Caddy. Here's how you can customize your recipient list:

  1. Export Existing Data: Export recipient data from Event Transactions or other sources for targeting past participants and sponsors.

  2. Prepare the File: Organize the data in a CSV file, including email addresses and other details.

  3. Create a New Email Category: Use the Email Blast tool to create categories like '2023 Sponsors' or 'Local Community Members.'

  4. Import the CSV File: Upload the data to populate your recipient list in the created category.

Export Existing Data: Export recipient data from Event Transactions or other sources for targeting past participants and sponsors.

Prepare the File: Organize the data in a CSV file, including email addresses and other details.

Create a New Email Category: Use the Email Blast tool to create categories like '2023 Sponsors' or 'Local Community Members.'

Import the CSV File: Upload the data to populate your recipient list in the created category.

 

Additional Information (Q&A)

  • Can I edit the content or date of an approved email blast?
    Once an email blast has been approved, it can no longer be changed. You would need to delete the email and create a new copy to make any changes. If the email blast is still pending approval, please delete the pending email or contact our support team as soon as possible to have it rejected where further editing can be done.
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  • How can I copy my previous email blast?
    You can preview your previous email then go to the 'Email Content' editing stage. From there, select the 'Source Code' option within the editor and copy all of the text. When setting up the new email, again select 'Source Code', paste the text and save.

  • Where can I see the analytics of my email blast to see who has received it successfully?
    This information can be provided by one of our agents upon request, please use the chat icon or send us an email to support@eventcaddy.com to request this. Statistics are only available for up to 1 week.
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  • Why can't I see the Continue button?
    Please try typing something in the subject or senders name and then erasing it, especially if pasting content sometimes it is not immediately recognized and that will trigger the Continue button to show up.
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  • How do I send an email out to all registered players/golfers?
    If you don't currently have any contacts:
    1. Head to Communication Tools -> Email.

    2. Select the 'Import Contacts' option.

    3. Select 'Import Player List' at the bottom right.

    4. Now all of your players are added as contacts, when sending an Email Blast you can choose 'Select All' to include all the uncategorized players.
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    Or, if you currently have other contacts, you can instead add them to a specific category by:

    1. Create a new 'Registered Players' category within your email contact categories.

    2. Export your player list under Player Management -> Player Listing using the 'Export to CSV' option.

    3. Import that list using the Import feature of our Email Blast tool.

    4. Then send a One Time Email Blast to that category of users.

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