Interactions tab - Emails - Templates

About

On the Templates tab (shown below), you may:

• Edit the automated system emails, including "Invite", "Registration Complete", and "Login email". 
• Create (with AI if you wish!), edit, and send and schedule custom emails for attendees, speakers, and moderators. Custom emails may include event/session reminders, schedule changes, post event surveys, and more.

Automated system emails and custom emails templates - What's the difference?

Kaltura provides three automated system emails - Invitation, Registration complete, and Login.

On our preset event templates, Kaltura also provides six custom email templates that event organizers can use to build custom emails for prospects, registrants, and attendees. You can edit and use them as basis for your email or create new ones.

• Spread the word - Inviting attendees to share content, making it clear that the recordings are available and that the site is open for registration.
• Upcoming events - Showcasing the company’s upcoming events.
• Promote content - Providing extra content regarding the event’s subject with a spotlight on the company blogposts, products, etc.
• Get feedback - Asking participants for feedback with an external form.
• Notify your audience - Attracting registrants to join the event after it has started.
• Send a reminder - Raise awareness to the site, calling registrants to check the speakers and agenda, wander around and watch some VODs.

Customize the Invitation email (an automated system email)

The "Invitation email" is the email that attendees, speakers, and moderators will receive upon being invited to the event. 

1. On the Templates tab, under Automated system emails, click Edit in the Invite box. The Edit Invitation Email page displays.
   
2. Edit the appropriate fields.  
   The editable fields in the Edit Invitation Email page are as follows. A preview of the Invitation Email is displayed on the right of your screen and updates in real time as you make your changes.
   • Subject (required) - Type a subject for your email.
   • Banner image - If you wish to upload an image, click Upload image and choose the desired file. Recommended size is 1920x1080 px. You may click Edit image to choose a different one.
   • Title - Type a title for your email.
   • Body text (required) - Type the message for the body of the email. Some tips are provided for creating a powerful email.
     You may also use AI to modify the body text. Simply click the blue AI button and additional options display. Clicking on any of the options modifies the email accordingly.
     • Add changes - Produces a different version with your specified changes. 
     • Rewrite - Produces a different version of the same content. 
     • Shorter - Creates a shorter version of the same content.
     • Longer - Creates a longer version of the same content. 
     • More formal - Edits current content to a more formal writing style. 
     • More casual - Edits the current content to a more casual writing style.

       Looking for more information about this feature? Feel free to contact your Kaltura representative.

   • Button Label - Type text that will display on the button.
   • Footer - Type the text that will display on the email footer. 
3. Once you are finished editing the Invitation email, click Save to save and remain on the page or Save and Close to save and exit the page. A notification that the email template was updated successfully is displayed.

Customize the Registration complete email (an automated system email)

The "Registration complete email" is the email that attendees will receive upon completing the registration.

1. On the Templates tab, under Automated system emails, click Edit in the Registration complete box. The Edit Registration Complete Email page displays.
   
2. Edit the appropriate fields.  
   The editable fields in the Edit Registration Complete Email page are as follows. A preview of the Registration Complete Email is displayed on the right of your screen and updates in real time as you make your changes.
   • Subject (required) - Type a subject for your email.
   • Banner image - If you wish to upload an image, click Upload image and choose the desired file. Recommended size is 1920x1080 px. You may click Edit image to choose a different one.
   • Title - Type a title for your email.
   • Body text (required) - Type the message for the body of the email. Some tips are provided for creating a powerful email.
     You may also use AI to modify the body text. Simply click the blue AI button and additional options display. Clicking on any of the options modify the email accordingly.
     • Add changes - Produces a different version with your specified changes. 
     • Rewrite - Produces a different version of the same content. 
     • Shorter - Creates a shorter version of the same content.
     • Longer - Creates a longer version of the same content. 
     • More formal - Edits current content to a more formal writing style. 
     • More casual - Edits the current content to a more casual writing style.

       Looking for more information about this feature? Feel free to contact your Kaltura representative.

   • Button Label - Type text that will display on the button.
   • Footer - Type the text that will display on the email footer. 
3. Once you are finished editing the Registration Complete email, click Save to save and remain on the page or Save and Close to save and exit the page. A notification that the email template was updated successfully is displayed.

Customize the Login email (an automated system email)

The "Login" email is the email that attendees will receive when trying to log in to the event site. To learn more about your event site, see Getting to know your event site, session page, and lobby page.

1. On the Templates tab, under Automated system emails, click Edit in the Login Email box. The Edit Login Email page displays.
   
2. Edit the appropriate fields.  
   The editable fields in the Edit Login Email page are as follows. A preview of the Login Email is displayed on the right of your screen and updates in real time as you make your changes.
   • Subject (required) - Type a subject for your email.
   • Banner image - If you wish to upload an image, click Upload image and choose the desired file. Recommended size is 1920x1080 px. You may click Edit image to choose a different one.
   • Title - Type a title for your email.
   • Body text (required) - Type the message for the body of the email. Some tips are provided for creating a powerful email.
     You may also use AI to modify the body text. Simply click the blue AI button and additional options display. Clicking on any of the options modify the email accordingly.
     • Add changes - Produces a different version with your specified changes. 
     • Rewrite - Produces a different version of the same content. 
     • Shorter - Creates a shorter version of the same content.
     • Longer - Creates a longer version of the same content. 
     • More formal - Edits current content to a more formal writing style. 
     • More casual - Edits the current content to a more casual writing style.

       Looking for more information about this feature? Feel free to contact your Kaltura representative.

   • Button Label - Type text that will display on the button.
   • Footer - Type the text that will display on the email footer. 
3. Once you are finished editing the Login email, click Save to save and remain on the page or Save and Close to save and exit the page. A notification that the email template was updated successfully is displayed.

Edit a custom email template

1. On the Templates tab, under Custom templates, choose Edit template from the three-button menu located in the desired custom email box to edit the custom template before sending.
   The Edit Custom Template page displays. In the example below, we have chosen to edit the Send a reminder template.
   
2. Edit the appropriate fields. A preview of the custom email template is displayed on the right of your screen and updates in real time as you make your changes.
   You may click Customize your email in the Email details section to see a list of customization tokens that you may copy and paste into fields to customize your email template.
   • Template name (required) - Type a name for your template.
   • Template description - Type a description of your template. 
   • Subject (required) - Type a subject for your email.
   • Banner image - If you wish to upload an image, click Upload image and choose the desired file. Recommended size is 1920x1080 px. You may click Edit image to choose a different one.
   • Title - Type a title for your email.
   • Body text (required) - Type the message for the body of the email. Some tips are provided for creating a powerful email.
     You may also use AI to modify the body text. Simply click the blue AI button and additional options display. Clicking on any of the options modify the email accordingly.
     • Add changes - Produces a different version with your specified changes. 
     • Rewrite - Produces a different version of the same content. 
     • Shorter - Creates a shorter version of the same content.
     • Longer - Creates a longer version of the same content. 
     • More formal - Edits current content to a more formal writing style. 
     • More casual - Edits the current content to a more casual writing style.

       Looking for more information about this feature? Feel free to contact your Kaltura representative.

   • Button - Click to enable use of a button in the email. When users press this button, they are redirected to the configured location. 
   • Button Label - Type text that will display on the button.
   • Button URL - Type the URL your user will be redirected to when they push the button.

     When using a login link for entrance into the event, Kaltura recommends adding the "MAGICLINK" customization token as the button URL so that your attendees can directly login and have a seamless experience. 

   • Footer - Type the text that will display on the email footer.
3. Once you are finished editing the custom email, click Save to save and remain on the page or Save and Close to save and exit the page. A notification that the email template was updated successfully is displayed. 

Send a custom email now

1. On the Templates tab, under Custom templates, click Send new in the desired custom email box to prepare to send the custom email.
   The Send now screen displays. In the example below, we have chosen to send a reminder email.
   Notice the toggle buttons available for Email delivery time. Because you clicked on the Send new button, "Send now" is selected by default. If you would like to abandon sending this email now and, instead, schedule it to be sent at another time, click Schedule to navigate back to the Schedule screen. We will learn more about scheduling emails later in this article.
   
2. In the From field, type the sender name. Note - It is prefilled with the event name. You can change or remove this text.  
3. From the To pull-down list, select who will receive the custom email - All, Speakers, Moderators, or No show users. If you selected All or No show users, you also have the option of choosing from a more advanced list of users, thereby streamlining communication with specific audience segments. In other words, sending relevant content to your relevant audience based on their attendance status. Slide the Advanced list button to the right and another option displays - Registration status. Click the down arrow to expand the Registration status list and click on desired status(es).
   The statuses listed reflect the granularity seen upon hovering over the registration status of a user in the All users page. For detailed information on these statuses, see People tab > All users - Invite attendees to your event.
   Following are a couple examples when you may choose to use the Advanced list option:
   You want to send an email to all those who attended your event, thanking them for coming. Choose Attended - During event visit.
   You want to send an email to those who were invited and/or registered but did not attend, telling them they were missed and directing them to the recording. Choose Invited and Registered.  
4. If you would like to send a test email to yourself to check the appearance, click Send test email, then click Send.
   
5. After you've received the test email and are satisfied with the appearance, click Send now to send the email to your recipients.  A notification that the email was sent successfully is displayed.

Schedule a custom email to be sent at another time

1. On the Templates tab, under Custom templates, click the Schedule email for later "clock" icon button in the desired custom email box to schedule the custom email.
   The Schedule screen displays. In the example below, we have chosen to schedule a reminder email.
   Notice the toggle buttons available for Email delivery time. Because you clicked on the Schedule email for later button, "Schedule" is selected by default. If you would like to abandon scheduling the email and, instead, send it now, click Send now to navigate back to the Send now screen.
   
2. In the From field, type the sender name. Note - It is prefilled with the event name. You can change or remove this text. 
3. From the To pull-down list, select who will receive the scheduled custom email - All, Speakers, Moderators, or No show users. If you selected All or No show users, you also have the option of choosing from a more advanced list of users, thereby streamlining communication with specific audience segments. In other words, sending relevant content to your relevant audience based on their attendance status. Slide the Advanced list button to the right and another option displays - Registration status. Click the down arrow to expand the Registration status list and click on desired status(es).
   The statuses listed reflect the granularity seen upon hovering over the registration status of a user in the All users page. For detailed information on these statuses, see People tab > All users - Invite attendees to your event.
   Following are a couple examples when you may choose to use the Advanced list option:
   You want to send an email to all those who attended your event, thanking them for coming. Choose Attended - During event visit.
   You want to send an email to those who were invited and/or registered but did not attend, telling them they were missed and directing them to the recording. Choose Invited and Registered.
   Notice how the statuses in the advanced list for scheduled emails differ from those available when sending the custom email now. When sending the custom email now, you may choose from only current statuses; when scheduling custom emails, you have the ability to choose from future statuses as well. 
4. Click the Schedule button to schedule the email.
   The Schedule email screen displays.
   
5. Decide whether you would like to schedule the email relative to the event (i.e., at a chosen amount of time before, into, or after an event), or on a specific date and time. 
6. If you choose Relative to the event, type the number of [days, hours, or minutes, per your selection] and whether this will occur before, after, or into your event.
   Let's use a few examples. If you want to schedule the reminder email to be sent 2 hours before the event starts, you type 2, then select Hours and Before. If you want to schedule the reminder email to be sent 1 day after the event ends, you type 1, then select Days and After. If you want to schedule the reminder email to be sent 20 minutes after the start time of the event - you type 20, then select Minutes and Into.
   Please note that if the event time changes, the email schedule will be adjusted accordingly. In addition, if the event has already started, and you attempt to schedule an email before the event, you receive a message that the email must be scheduled in the future. If you choose Schedule date & time, make the appropriate selections for date and time.
   
7. Click Schedule. You are redirected to the Scheduled tab. You receive confirmation that the email has been scheduled successfully and it is displayed in the list.
   

Delete a scheduled custom email

You can always delete a scheduled email if you change your mind. 

1. Click on the Scheduled tab.
   
2. Click the three-dot action menu to the right of the desired email and choose Delete.
   You are asked to confirm your action. This action can't be undone.
3. Click Delete email to confirm or click Cancel to exit. 

Create a custom email template using AI

Producing content for an event is challenging. Beyond managing session content, there are numerous other details that demand attention to ensure everything runs smoothly. One of those details is managing email notifications. Kaltura's AI-generated email templates make creating or editing your emails much easier and faster!

1. On the Templates tab, under Custom templates, click Create with AI.
   The Create with AI screen displays.
   
2. Decide what kind of template you would like to create.
   1. Reminder - Remind attendees about anything that's happening before and/or during the event. 
   2. Post-event attended - Engage with attendees right after the event is over. 
   3. Post-event no show - Engage with registrants that didn't attend the event.
3. Type anything else you would like included in the email. This is an optional step. The AI template uses all the event details (i.e., speakers, sessions, etc.), but this is your time to provide additional context. For instance, if your event is taking place in San Diego, CA, you may want to type something like "Mention that because the event is taking place in San Diego, CA and there's so many fun things to do and see in San Diego like the world-famous zoo and museums, attendees may want to arrive a day early."
4. Click Generate. You are redirected to the AI template creator page.
   
5. At this point you can edit what's already filled in, as well as add more to your email template. A preview of the new template is displayed on the right of your screen and updates in real time as you make your changes.
   You may click Customize your email in the Email details section to see a list of customization tokens that you may copy and paste into fields to customize your email template.
   • Template name (required) - Type a name for your template. The Template name is pre-filled based on the kind of template you selected.
   • Template description - Type a description of your template. Notice the Template description is pre-filled based on the kind of template you selected.
   • Subject (required) - Type a subject for your email.
   • Banner image - If you wish to upload an image, click Upload image and choose the desired file. Recommended size is 1920x1080 px. You may click Edit image to choose a different one.
   • Title - Type a title for your email.
   • Body text (required) - Type the message for the body of the email. Some tips are provided for creating a powerful email.
     You may also use AI to modify the body text. Simply click the blue AI button and additional options display. Clicking on any of the options modify the email accordingly.
     • Add changes - Produces a different version with your specified changes. 
     • Rewrite - Produces a different version of the same content. 
     • Shorter - Creates a shorter version of the same content.
     • Longer - Creates a longer version of the same content. 
     • More formal - Edits current content to a more formal writing style. 
     • More casual - Edits the current content to a more casual writing style.

       Looking for more information about this feature? Feel free to contact your Kaltura representative.

   • Button - Click to enable use of a button in the email. When users press this button, they are redirected to the configured location.
   • Button Label - Type text that will display on the button.
   • Button URL - Type the URL your user will be redirected to when they push the button.

     When using a login link for entrance into the event, Kaltura recommends adding the "MAGICLINK" customization token as the button URL so that your attendees can directly login and have a seamless experience. 

   • Footer - Type the text that will display on the email footer.
6. Once you are finished, click Create to save it. A notification that the custom email template was created successfully is displayed. 

Create a custom email template on your own

1. On the Templates tab, under Custom templates, click Create new.
   The Create new template page displays.
   
2. Fill in the appropriate fields. The editable fields in the Create new template page are as follows. A preview of the new template is displayed on the right of your screen and updates in real time as you make your changes.
   You may click Customize your email in the Email details section to see a list of customization tokens that you may copy and paste into fields to customize your email template.
   • Template name 
   • Template description - Type a description of your template. 
   • Subject (required) - Type a subject for your email.
   • Banner image - If you wish to upload an image, click Upload image and choose the desired file. Recommended size is 1920x1080 px. You may click Edit image to choose a different one.
   • Title - Type a title for your email.
   • Body text (required) - Type the message for the body of the email. Some tips are provided for creating a powerful email.
     You may also use AI to modify the body text. Simply click the blue AI button and additional options display. Clicking on any of the options modify the email accordingly.
     • Add changes - Produces a different version with your specified changes. 
     • Rewrite - Produces a different version of the same content. 
     • Shorter - Creates a shorter version of the same content.
     • Longer - Creates a longer version of the same content. 
     • More formal - Edits current content to a more formal writing style. 
     • More casual - Edits the current content to a more casual writing style.

       Looking for more information about this feature? Feel free to contact your Kaltura representative.

   • Button - Click to enable use of a button in the email. When users press this button, they are redirected to the configured location.
   • Button Label - Type text that will display on the button.
   • Button URL - Type the URL your user will be redirected to when they push the button.

     When using a login link for entrance into the event, Kaltura recommends adding the "MAGICLINK" customization token as the button URL so that your attendees can directly login and have a seamless experience. 

   • Footer - Type the text that will display on the email footer.
3. Once you are finished, click Create to save it. A notification that the custom email template was created successfully is displayed. 

Delete a custom email template

1. On the Templates tab, under Custom templates, choose Delete Template from the three-button menu located in the desired custom email box to delete the custom template.  
   
2. You are asked to confirm your action. This action can't be undone. Click Delete permanently to confirm or click Cancel to exit.

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