You can add replacement tags in your emails that you send through your Ticket Event Dashboard to easily input custom information and make your emails unique to each recipient.
To send an email from your Event Dashboard, go to Email >> Send Email. Once you have selected your participants and started adding the content for your email, you will have a list of replacement tags that you can use for that recipient list.
To view and/or use the available replacement tags, you can type the "%" symbol in a text box and the list will automatically display:
You can also find these tags in the Replacement Tags dropdown menu found in the text box tool bar:
Note: If you begin adding content to your email prior to having selected any recipients, the only replacement tag option will be EMAIL. This will also be the case if you add only single contacts as the recipients using the Add a Single Contact button on the Recipients page.
For more information on how to send an email from your Ticket Event Dashboard, see our Send an Email help guide here.
Replacement Tag Lists
The replacement tag options will be based on the recipient lists that you have chosen to include in your email. Once you have selected a recipient list, you will automatically have the Basic Contact Info, Event Details, and Links and QR Codes replacement tag options.
Basic Contact Info:
Links and QR Codes:
The rest of the replacement tag options will depend on the recipient list you have selected. See below for examples.
If you select the Donors recipients list:
You will have all of the donation replacement tag options:
If you select the All Ticket Purchasers recipient list, you will have all of the ticket purchase replacement tags:
If you select the All Ticket Holders recipient list, you will have all of the individual ticket holder replacement tags:
Note: This recipient list will only be an option if you have turned on individual information collection (under Tickets >> Information Collection).
If you select multiple recipient lists, you will be able to use the tags for each of the recipients lists in the email. BE CAREFUL to only include replacement tags that work for all recipients of that email so that all tags have data to generate into the email for each recipient.
Using Replacement Tags
To use the replacement tags, simply click on the tag you would like to use to paste it into the text box where your cursor is. You can put these tags at the beginning, middle or end of sentences or on their own separate line in the emails.
Example 1: If you would like to send an email out to your ticket holders with event day reminders, you could use "%FIRST_NAME%" and "%TICKET_NAME" to make the email specific to that ticket holder in addition to "%EVENT_NAME%" and "%EVENT_LOCATION%" to inform them of the basic event information:
The ticket holder would then receive an email such as the one below:
Example 2: If you would like to send an email to you donors thanking them for their donation, you could use the "%FIRST_NAME%" and "%DONATION_AMOUNT%" to create a unique email for each donor:
The donor would then receive an email such as the one below:
Note: If you use a replacement tag that does not have any data for that recipient, there will be nothing in place of that replacement tag.
For example, you could send this email to all donors and ticket holders:
If a ticket holder did not make a donation, there will be no amount generated for "%DONATION_AMOUNT%". This is the email that they will receive:
If a recipient does not have a data for a placeholder, you can specify a default value using the Default Placeholders option when reviewing an email.
Once you have set up the email by adding recipients, an email subject and content to the email, click the blue Review Email button at the bottom of the page. This will take you to the Email Summary page where you can choose when to send the email and get an email preview.
At the bottom of page, before you send the email, there will be a Default Placeholders table that lists all replacement tags you have included in the email:
Enter the desired default placeholder into the Default Value text box for that placeholder.
For example, you may have uploaded a custom list that does not have a first name for all of the contacts. You can enter a default value, such as "Supporter" for the "FIRST_NAME" placeholder:
If an email contact does not include the first name, the word "Supporter" will replace the name:
Custom List Replacement Tags
When you create a custom email list, you can add Custom Placeholders to create additional replacement tags for your emails you send to custom email lists. These custom placeholders can be created when adding custom contacts using either of the Single Entry or CSV Upload options. For more information about custom email lists, you can view our help guide here.
Single Entry Custom Email List
You can manually add these placeholders in the Single Entry Advanced Options for each contact: Note: This is an advanced feature that requires technical knowledge to be able to generate valid JSON.
CSV Upload Custom Email List
You can also include these placeholders in a CSV Upload with your custom email contacts.
This can be done by adding one or multiple columns of placeholder data and mapping each column as a Custom Placeholder:
You can also add a column of data using JSON and map the column as Placeholder JSON (Advanced Option):
Note: This is an advanced feature that requires technical knowledge to be able to generate valid JSON.
Once you have added the custom placeholder data, it will be included for these contacts in the custom list:
When you include that custom list as a recipient for an email, you will have the option to add Custom List Placeholders to your email:
For more information on custom replacement tags, you can view our Custom Email Placeholders help guide here.
Deduplication Options with Replacement Tags
When selecting the recipients of an email, there are 3 deduplication options for the email recipients:
- Email, Name and Placeholders
- Email Only
- Email and Name
Email, Name and Placeholders
Emails will send to every contact with a unique email, name and placeholders. This is the default deduplication setting for ticket events. This option is relevant for events that collect each ticket holder's contact and want to send personalized information. For example, if you send out a pre-event email for an event that includes placeholders such as QR code, ticket number, etc., each person will receive an email even if they have the same email address.
Emails will only send to unique email addresses.
Note: Be careful when using replacement tags that are specific to the individual tickets/ticket holders. If there are multiple tickets or ticket purchases under one email, that recipient will only receive ONE EMAIL when using this deduplication option.
Email and Name
Emails will send to each unique name and email combination on the list.
Note: Be careful when using replacement tags that are specific to the individual tickets. If there are multiple tickets or ticket purchases under the same email and name, that recipient will only receive ONE EMAIL when using this deduplication option.
For more information on the deduplication options, you can view the blog post here.
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