Editing Event Emails

The Event Schedule determines the invitation, confirmation, reminder and follow-up emails associated with your event. While most of the content in these is dynamically pulled from the event itself, you can edit them as you wish.

To edit an email, simply pick it from the dropdown above the email preview and click the pencil icon.

This pops you into the Email Builder and allows you to make any edits you like such as changing copy, adding or removing layouts, etc. See Creating an Email for more on using our email builder.

When you’re happy with the email, you can return to the event by hitting Done Editing on the top right of the page.

FAQ

Why can't I see my email in the dropdown menu to edit?

The dropdown menu only displays a portion of the available emails at a time. If you can’t see the email you’re looking for, scroll further down the list to locate and select it.

Can I rename event emails in the Event Builder?

No. Event emails cannot currently be renamed within the Event Builder. They are automatically named using the event name and the event email category they are assigned to.

How can I create an OFT from an event email?

To create an OFT from an event email, you’ll first need to clone the email into the Content > Emails section.

Navigate to Events > Events, locate the relevant event, and click the three dots on the right-hand side to Edit it. Open the Emails dropdown, find the email you want to use, and click the Edit (pencil) icon.

Next click the Clone button in the top-right corner. This will create a copy of the email in Content > Emails, where it can be edited independently of the event.

Before converting the email into an OFT template, make sure you remove any email tracking. This includes disabling tracking and removing any tracking parameters from links, such as ?id={MEMBERURLID}.

Note: You’ll also need to remove any dynamic tags, as well as the “View Online” and Unsubscribe links, as these features only function when the email is sent through the StoneShot platform.

Why am I not receiving a test of my event email?

If a test email isn’t being delivered, it’s often because the template contains merge fields or dynamic tags that cannot be populated correctly. Check that all merge tags are formatted correctly and that any required data is available.

Common causes include:

• Your profile is missing information that is being pulled into the email, such as a Salutation or First Name.
• Dynamic sender information or sign-off details are being used, but the sender profile assigned to you does not have these values configured in Segmentation.
• An incorrect dynamic tag has been used for the sign-off section.
• Event-specific dynamic tags are being used in the email and calendar, such as Agenda, Speaker, or QR Code information, but the corresponding event data has not yet been populated.

Review the email content and any dynamic tags being used to ensure all required information is available before sending a test.

Why didn't my event email include the latest changes when it was sent?

After editing an event email, you must click Publish Changes in the top-right corner of the page. This refreshes the campaign with the latest version of the email. If changes are saved but not published, the event campaign will continue to use the previously published version of the email.

How can I add an email in the Email section to the Event Builder?

Open the email and go to the Advanced tab. Assign the email to the relevant Event Category:

Once assigned, the email will appear in the Send Email dropdown within the Event Scheduler, allowing you to add it to your event schedule.

Why am I seeing code in my email preview?

The preview will display the dynamic code used to populate event details rather than the final values. To see the populated information, send an actual test email, as the dynamic content will only be merged when the email is generated.

Why can't we use a decline or cancellation button in an OFT?

The decline/cancellation button uses a one-click form process, which only works when the contact is already known to the StoneShot platform (for example, when the email has been sent through StoneShot). OFTs do not contain the contact tracking information required for this process, so the button cannot automatically identify the recipient. As an alternative, you can replace the button link with an email link (mailto:XXX.XXX@stoneshot.com) or we can create a cancellation form that asks the contact to enter their email address before cancelling their registration.

Why aren't the changes I'm making in the Emails section updating the invite in my event?

The Emails section and the Event Builder manage separate versions of an email.

If you create an email in the Emails section, you can either continue working on that version and send it manually, or assign it an Event Category in the Advanced tab and add it to your event through the Event Scheduler.

Once an email has been added to an event, any further changes should be made within the Event Builder. Changes made to the original email in the Emails section will not automatically update the version being used by the event.

Why has my event email disappeared?

When you delete an Event Schedule, the email associated with that schedule will also be deleted.

If you would like to keep a copy of the email, you have two options:

• Leave the schedule in place and simply deactivate it.
• Open the email and click Clone in the top-right corner. This will create a copy in the Content > Emails section.

If you later want to bring the email back into the event, assign it an appropriate Event Category in the Advanced tab. It will then become available to add back when you create a new Schedule.