Once you have created your message and sent yourself a test message, the next step is to select the recipients of your message for an immediate or scheduled dispatch.
Select & filter contacts
In the “Recipients” section of the message, you will see a list of all contacts that you have previously imported and that match the filter set for the group in the message.
The following settings are available in this view:
In the “Search” field, you can search for a specific contact using keywords (e.g., first name, last name, company).
Click on “Show filter” to open the specific filter settings.
If you have entered a word in the “Search” field, you can use the “All fields” drop-down menu to define which fields of contact information and event-specific additional questions you want to search. To do this, select the desired information in the drop-down menu using the checkbox.
Under “Contact type,” you can filter by “Main contact” or “Companion” to display either only the main contacts or only the accompanying persons for your event.
Under “Belongs to groups,” you can filter by specific group memberships. Select these from the dropdown menu.
Since contacts can belong to multiple groups, you can use the second dropdown menu, “One of the groups,” to define how group membership should be applied. You have the following options:
- One of the groups: Contact belongs to one of the defined groups.
- All of the groups: Contact belongs to all groups.
- Exact match: Contact belongs to exactly the defined groups.
You can also filter your contacts by “Registration status” and “Check-in type.”
If ticketing and/or hospitality is activated in the event, you can also filter by “Ticket types” or “Contacts host.”
The “Message state” drop-down menu also allows you to send the message to participants with a specific message state.
If you click on “Hide filter” the selected filters remain in the background and are displayed as keywords below the search bar.
Furthermore, the “Items per page” function at the bottom left allows you to specify the number of participants displayed per page.
Filter examples:
- For example, do you want to filter only those contacts who have not yet registered for your event, or do you want to send the access data for your online event to all registered participants? Then filter the registration status dropdown menu, e.g., by “pending” or “registered.”
- The event was a success and you want to send a thank-you e-mail to all participants who attended your event? Then filter by the status “Checked in” in the “Check-in type” drop-down menu.
- Would you like to send invitations to all latecomers who have not yet received one? Then filter by “Not sent” in the message state.
Trigger dispatch immediately
- Select all contacts at once: To do this, click the free-standing checkbox on the far left of the navigation bar above your contacts.
- Only select individual persons: To do this, select the checkbox in front of the desired contacts. Please note that you can only select contacts for the page displayed here. If you scroll to the next page, the selection you have made will be deleted.
Once you have selected all participants, click on the “Send e-mail” button in the top right-hand corner and select “Send now”.
Confirm your dispatch
After clicking on “Send now”, a confirmation window will open.
In this final intermediate step, evenito shows you an overview of the final number of recipients and the corresponding groups. In addition, it checks whether all important information such as the sender name, sender address, subject, and e-mail addresses have been stored for all recipients.
Check again whether you have selected the correct groups and whether the number of participants to whom you want to send the e-mail and their registration status is correct.
Click on “Send message” to trigger your mailing.
Attention!
Once sent, there is no going back!
If the processing of the dispatch takes longer, do not trigger this dispatch again, as the messages will then be queued twice and also delivered twice to the participants. The dispatch will start automatically after a while. If you are unsure or have any questions, please contact us before sending the message again.
System notifications for missing information
After clicking on the “Send message” button, the following messages may appear:
- Missing Sender name
- Missing Sender e-mail
- Missing Subject
- Some contacts are missing e-mail addresses
To enter the information for the first three messages, click on the gear wheel on the right. A new window will open. Enter the missing information and then confirm by clicking “Save & close.”
If the message “Some contacts are missing e-mail addresses” is displayed, click on “Cancel” to return to your overview.
Then filter this view by e-mail address by clicking on the small arrow next to the field label 
. If the arrow points upwards, those contacts without e-mail addresses are listed first.
Are there actually contacts without e-mail addresses? Then return to the Contacts menu item and repeat the process by filtering again on the e-mail address. Complete the information for the outstanding contacts as described in this article.
Return to the “Messages” menu item and click on the desired e-mail. Click on "Recipients" again, select all your desired contacts, and click on “Send e-mail.” Is the information in the confirmation window that opens correct? Then press “Send message” to trigger the sending process.
Please note:
After sending your communication, you can export a dispatch statistic. Alternatively, you can filter by different statuses in the “Message state” drop-down menu, e.g. sent, delivered, soft bounce, hard bounce, queued.
Schedule dispatch for a later date
Schedule message
Your communication is complete and you now want to schedule it to be sent at a later time? Then select the appropriate filters as described above, such as group membership, registration status, etc., for the group of participants to whom you want to send your message later. Then click on the “Send e-mail” button and select “Schedule for later”.
Please note:
In this case, you do not select the contacts directly using the checkboxes, but set filters for the corresponding group of participants, such as group membership and registration status.
Attention!
Your message will be sent at the selected delivery time to all contacts who match the filters you have defined at the time of delivery.
The contacts that are displayed when you set the filters for delivery are therefore not always the actual recipients of the message.
Schedule message
After clicking on “Schedule for later,” a confirmation window will open where you can set the time for sending and schedule the message.
First, enter your desired sending date and time in the “Time of sending” section.
Please note:
The earliest planning time is at least one full hour in advance, i.e., if it is 2:22 p.m., the next time you can select is 4:00 p.m. The latest sending time is up to three months in advance. The e-mails are triggered at the scheduled time and sent as soon as the queue has been processed. The time zone of the event defined in the basic settings is displayed here.
In the “Recipients” section, you will see all the filters set for sending again, i.e., this message will be triggered for all participants to whom these filters apply at the time of sending.
By clicking on “Schedule message,” you can now schedule the sending for the selected due date.
Message Overview
After you have scheduled the message, you will be redirected to your message overview. Here you can see which of the messages you have already created have not yet been scheduled; these are displayed in the lower section under “Unscheduled.” All messages that you have already scheduled are listed in the upper section under “Scheduled".
Adjust & delete scheduling
To adjust a scheduled message, click on the desired message in the message overview. The sending area will open, where you can select the contacts. Click on “Edit message” at the top to edit the message. You will now see the message “Editor is locked” with all the information about the set time for sending and the filters.
Please note:
To edit a message that has already been scheduled, you must first cancel the scheduling.
You can use the “E-mail preview” button to trigger a test sending for the message that has already been scheduled. To adjust the scheduling or edit the message, click on the “Cancel schedule” button.
A security prompt will open. If you want to cancel the scheduling of the message, confirm this by clicking on the “Cancel schedule” button.
Please note:
By clicking on the “Cancel schedule” button, your existing settings for scheduled sending will be deleted and the scheduling will be canceled.