In this article:

• Where is it?
• What messages can you send?
• Emailing from the Messaging tab
• Emailing from the Attendee List or Company List
• Verifying the send and receipt

Where is it?

You can send batch messages from these two parts of MeetMax. The process for both is the same; these are just different starting points.

You can send from the Messaging tab:

You can also send batch email from the Attendee List or Company List:

Feel free to choose the one that’s most convenient for you, and use them interchangeably.

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What messages can you send?

Through MeetMax, you can send a batch of emails where everyone gets the same message, or you can send personalized messages to each recipient. For example, you can include individual details like:

• Registration confirmation
• Meeting requests lists
• Schedules for meetings, presentations, and activities
• Hotel and transportation details

Our emailer supports text formatting, images, and links. Learn more about the content editor here.

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Emailing from the Messaging tab

We’ll show the process for emailing Attendees here, but the process for emailing Companies is the same. All that changes is who receives the emails!

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

Step 2. By default, this email is set to send to all Attendees (or all Companies). If you need to send to a smaller group, the Filter tab lets you narrow the list.

Choose a criteria to filter the list by - for example, you might use a company name or an email domain. The filter also includes any participant groups you’ve created:

Want to verify who’s on your newly-filtered list? Use the Click here to view list link.

Step 3. Now that your list is set, head back to the Compose tab. There are a lot of settings here, and you’ll use different options on different emails.

As a starting point, you can set a delay on this email of up to 24 hours.

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 4. The Client rep group settings are useful for copying your internal team on emails. Learn more about Client Rep groups here.

  • CC client rep: Use this setting to send a copy of this email to the main event organizer.

  • CC client rep group: If you've assigned your participants to specific Client Reps, this setting automatically copies the correct Client Reps, based on who’s included in the current batch.

  • Send to Client Rep instead of Attendee: Occasionally, you might need to send an Attendee’s schedules or other details to their Client Rep instead of to them.

Step 5. In the Attachment menu, you’ll find all the ways you can send personalized event details. If you choose any of these, you’ll add each recipient’s information to their email.

In this example, we’ll send out presentation schedules. Each Attendee will see the presentations they signed up for.

The buttons below that are useful if you’re sending a supplemental batch email, and want to customize who receives it:

Step 6. Now, you can use the email editor to add a From email address, a subject line, and any custom message.

Use the toolbar to add formatting or images:

If you chose an Attachment from the menu, MeetMax will place your custom message above the attachment message. All Attachments can function as a complete email message on their own; you don't have to add a custom message.

Step 7. 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. Or, click Begin sending emails:

MeetMax sends emails in groups of 50. When the first 50 emails have been sent, MeetMax will prompt you to start the next group:

 

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Emailing from the Attendee List or Company List

If you’re working in the Attendee List or Company List, you can also start up a batch email at any time.

Step 1. Filter the list to the recipients you need to reach.

Step 2. Head to the top right corner of the page. In the Bulk Actions menu, choose Batch:

Step 3. You’ll then be on the Send Batch Email page, and the process is exactly the same as above:

With this method, MeetMax also sends in groups of 50 emails, as shown above.

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Verifying the send and receipt

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

• Emails shows you stats on individual emails you’ve sent
• Batches shows you stats on batches you’ve sent

Both logs have a Filter tool, so you can narrow the view to any individual or group of recipients:

Email log

In this view, you’ll see all emails you’ve sent for this event. In addition to an overview of each email’s content, you can see its current status:

Batch log

In this view, you’ll see the current status of all batch emails you’ve sent. Click on any number, and you’ll see a list of the recipients it represents: