In this article:

• Where is it?
• General or personalized emails
• Batch emailing from the Attendee or Company List
• Batch emailing from the Messaging tab
• Verifying the send and receipt

Where is it?

You’ll often want to send a batch email to a specific group of your Attendees or Companies.

In those cases, it’s best to start from from the Attendee List or Company List:

If you want to send a batch email to all Attendees at once (or all Companies at once), you can start from the Messaging tab instead:

The batch emailing tools work exactly the same in all these locations. Feel free to choose the one that’s most convenient for you, and use them interchangeably.

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General or personalized emails

MeetMax can produce a batch of emails where everyone gets the same message, or where each person gets a personalized message.

For example, you can include personalized details like:

• Registration confirmation
• Meeting requests lists
• Meeting, presentation, and activity schedules
• Hotel and transportation details

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Emailing from the Attendee or Company List

First, you’ll filter the list to narrow it down. Then you can send an email to that group.

Step 1. Head to the Attendee List:

Step 2. Filter the list to locate the group of recipients you need.

Step 3. With your filter in place, head to the top right corner of the page. In the Bulk Actions menu, choose Batch:

Step 4. You’re now in the batch emailer. There are many settings available here. You might not need to use them all.

  • As a starting point, you can schedule this email to send up to 24 hours in the future. (Or leave this blank to send immediately.)

  • To save you time, you can also choose one of your recently-sent emails, and MeetMax will copy all of its content, format, and settings:

Step 5. The Client rep group settings are useful for copying your internal team on emails. Learn more about Client Reps here.

  • CC Client Rep: Sends a copy of this email to the main event organizer.

  • CC Client Rep Group: If you have your participants organized into groups, each assigned to a Client Rep, MeetMax will automatically copy the right Client Reps for the current mailing list.

  • Send to Client Rep instead of Attendee: The email will be created for each Attendee, but sent to their assigned Client Reps instead.

Step 6. The Attachment menu is a list of optional content inserts. Each one adds a different kind of personalized content to the batch email:

See a sample of each Attachment here. You can also customize most Attachments!

Step 7. The buttons below the Attachment menu are useful if you’re sending a supplemental batch email, and want to customize who receives it.

The Email Wrapper menu is for choosing which graphical email wrapper to attach to this email:

Step 8. Now, you’ll add a From email address and a Subject line.

If you’re not using an Attachment for this email, use the Message editor to add your content. Our emailer supports text formatting and images:

	If you’re not adding an email wrapper to this message, you can choose an Attachment and also add content to the Message editor. If you are using a wrapper, you can choose one of these options.
	If you’ve done a lot of message formatting, we recommend copying your custom message to a separate document on your computer before moving to the next step.

Step 9. Click Continue to Preview:

Now you’ll see sample emails for everyone in your current batch. Use the arrows to navigate to other recipients’ emails if needed.

If all looks well, click Begin sending emails:

MeetMax sends emails in groups of 50. If your batch is larger, you’ll be prompted to continue the send after every 50 emails:

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Emailing from the Messaging tab

This method is great for when you need to send a batch to everyone on your Attendee or Company List.

Step 1. Head to the Messaging tab. Choose Send Batch Email, then choose the recipient:

Step 2. You’ll then be in the batch emailer. The process is exactly the same as above:

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Verifying the send and receipt

Once you’ve sent emails, you can check on them using the Email Logs:

• The Emails log shows you stats on individual emails you’ve sent, including emails that were part of a batch.
• The Batches log shows you overall stats on batches you’ve sent.

Learn more about using the Email Logs here.