How to send the Attendee Email with their virtual access info?

How to send the Attendee Email with their virtual access info?

It is best practice to send the Attendee Email at least 3 days BEFORE the start of the virtual conference.

The important item to include in the attendee email is the hotkey for the attendee's login link.

How to send to All Complete Attendees

  1. Click Dashboard
  2. Click Attendee Module
  3. Click Reports button
  4. Under the Attendees tab, click on Go beside Complete Attendees
  5. Click Send Email button
  6. Pick the Event app template in the Template drop down and it will populate the necessary Hotkey in the button. You can replace the text within the body of the email but do not try to change the button
  7. ALTERNATE INSTRUCTIONS: Draft your Welcome message and ensure to copy and paste the hotkey [virtual_program_url]
    • Note: When the attendee receives the email message, it will contain a unique url that will auto-login the person to the virtual conference. The hotkey must include the square brackets.
  8. Click Preview Email button
  9. Select to Send Email now or schedule it to send at a specific date and time
  10. You may want to set this message up as a recurring message to re-send again the day before the virtual conference begins.

To pull a report of the login URLs for all attendees in an Excel spreadsheet:

1. Go to the Event App
2. Click on the report Virtual Site Login Links in the Go! section of the main screen


If you manually add an attendee after the email has been sent, you must individually email the new attendee.

How to email or re-email an individual attendee?

  1. Click Dashboard
  2. Click Attendee module
  3. Click Manage button
  4. Locate the Registrant and click Manage button to open the registration
  5. In the horizontal menu, select Admin > Email Attendee
  6. Click Use Message from Email History button to locate the previously sent Welcome Email message to participants that contains the hotkey.
  7. Click Re-send button
    • This will pull the message subject and body into the draft email compose screen.
  8. Click Send Email button

  1. Click Dashboard
  2. Click Attendee module
  3. Click Manage button
  4. Locate the Registrant and click Manage button to open the registration
  5. On the right-hand side in the Login Link Panel Click Create Virtual Platform Login Link
  6. A new textbox will appear below it with the login link. Click the Copy button to copy it.



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