Sending and scheduling emails

You choose who receives an email, test it and send it from the same page where you write it. To open it, go to the event’s Emails tab and select the email.

This guide covers the Audience and Send cards and the Send test button. For writing the email itself, see Writing an email.

Choose who receives it

The Audience card decides who the email goes to. The built-in emails already have a sensible audience, for example Invited for the invitation, but you can change it.

Filter	What it does
Status	Select one or more: Invited, Attending, Waitlisted, Not attending, Cancelled, Checked in or No-show. Guests with any of the selected statuses are included
Tags	Only guests with at least one of these tags
List	Only guests on one list you’ve imported. Leave it on All lists for everyone
Ticket type	Only guests holding a particular ticket. Leave it on Any ticket for everyone

When you use more than one filter, guests have to match all of them. For example, Attending with the tag vip reaches only attending guests tagged vip.

No-show means guests who are attending but weren’t checked in, and only applies once the event has ended: before then, it reaches nobody. Checked in means guests who have been checked in at the event.

As you change the filters, the number of recipients at the top of the card updates.

No status selected means everyone

If you don’t select any status, the email goes to every guest on the list, including people who have cancelled or aren’t attending.

Who is always left out

Some addresses never receive your emails, whatever the audience:

• guests who have unsubscribed (they show Unsubscribed in the guest list),
• addresses that have bounced,
• addresses on your organisation’s suppression list.

The recipient count already leaves these out.

The audience is checked again at the moment the email goes out. A scheduled email reaches whoever matches at that time, including guests added after you scheduled it.

Send yourself a test

Before sending to guests, check how the email looks in a real inbox.

1. Select “Send test”

   At the top of the page, select Send test. Any unsaved changes are saved first.

2. Check your inbox

   The test goes to the email address you sign in with. Its subject starts with [Test], and it uses your name in place of the guest’s.

Merge tags that only work in the confirmation email, such as the confirmation code, are blank in a test.

Send it now

1. Check the audience

   Make sure the Audience card shows the people you expect.

2. Select “Send now”

   In the Send card, select Send now.

3. Confirm

   Mint asks Send now? and tells you how many guests it will go to. Select Send now to send it.

The email’s status changes to Sending. Emails go out in batches every few minutes, so a large audience can take a while. When every email has gone, the status changes to Sent.

Sending to guests added later

Each guest receives an email once. After you’ve sent an email, you can change it and send it as often as you like: each time, it goes only to guests in the audience who haven’t received it yet. For example, people added to the guest list since, or anyone whose earlier email failed to send.

• The Audience card’s count shows how many guests the next send reaches. Guests who already received the email aren’t counted.
• In the Send card, select Send now. Mint asks Send now? and tells you how many new guests it will go to.
• If everyone in the audience has already received it, the Send card says so and Send now is greyed out.
• You can also schedule the email again, and it goes to whoever hasn’t received it at that time.

You can’t change or send an email while it’s sending. To send something similar to people who have already had an email, duplicate it.

Sending in test mode

While the event is a draft, it’s in test mode, and guests can receive the same email more than once. Send now goes to everyone in the audience each time, including guests who already had it, so a client or tester can go through the whole process as many times as they need.

When the event goes live, every email sent in test mode goes back to a draft, ready to send for real, and nobody counts as having received it.

Schedule it for later

1. Choose the time

   In the Send card, set Schedule for. The time is in the event’s time zone. The built-in emails start with their suggested time already filled in, for example 3 weeks before the event for the invitation.

2. Select “Schedule”

   Select Schedule. The email’s status changes to Scheduled.

The time must be in the future. Mint sends scheduled emails within a few minutes of the time you chose.

Until then, you can still change the email and its audience. Remember to select Save.

To change the time, set a new one and select Update schedule. To stop it going out, select Unschedule. The email goes back to being a draft.

What guests receive

Each guest gets their own copy, personalised with their details and links. The email:

• comes from your organisation’s Sender name, and replies go to your Reply-to address (set them in organisation settings),
• ends with your sender name and the event’s name, and the line “You are receiving this because you were invited to or registered for this event.”,
• has an Unsubscribe link at the bottom.

When a guest selects Unsubscribe, they see Unsubscribe? and confirm with the Unsubscribe button. They then see You’re unsubscribed.

Unsubscribing covers all your events

A guest who unsubscribes stops receiving emails about this event and every other event from your organisation, including confirmation emails. In test mode it covers only the test event: see Sending in test mode.

Who can send

Action	Who can do it
Send test, change the audience	Roles with Draft emails: Admin, Group Manager, Creative Specialist and Event Organiser
Send now, Schedule, Unschedule	Roles with Send & schedule emails: Admin, Group Manager and Event Organiser

If you can’t send, the Send card doesn’t appear. It also doesn’t appear on the confirmation email, which is always sent automatically. See Managing your team and roles.