Send event announcements, reminders, or invitations

Note The features described in this topic are available for Trumba Connect account holders who have a managed-account relationship with Trumba Corporation If you'd like to find out more about the features and benefits that managed accounts provide, please contact Sales.

When you want to let people know about a special event on your Trumba® Connect calendar, you can send an announcement to them by email. After the announcement is sent, you can choose to schedule up to two follow-up reminders that are sent automatically at the time you specify.

When you set up the announcements and reminders, you can customize the introductory text that appears in each message. You can even use HTML code to add links or make key words stand out.

What HTML code can I use in my customized email messages?

You can also invite people to attend an event and manage event registration.

• Send a customized announcement and follow-up reminders

  You can send announcements and reminders whether or not you want to formally invite people to an event.

• Set up event invitations and registration
• Edit styles for event invitations and reminders

Note Before you can send event reminders and invitations, you need to set up a distribution list for the event. You do this on the Distribution List tab of the Event form. Learn about setting up an event's distribution list.

Send an event announcement and follow-up reminders

1. In your Trumba editing environment, open an existing event or add a new one. If you haven't yet, set up the event's distribution list. How do I set up a distribution list for an event?
2. Click the Event Email tab, and then, for Announcement, click the down arrow and select the amount of time before the start of the event to send the announcement, or select Send Now.

   The choices you have depend on how far ahead of the event time you are sending the announcement. For example, if Send Now is the only choice, it means that the event is starting within an hour or two.

3. For Custom message, type the introductory text that you want the announcement message to contain. What is the default introductory text for announcement email messages?
4. If the event you're editing appears only on one published calendar, proceed to the next step.

   If the event appears on more than one published calendar, for Email calendar, select a calendar to determine:

   • The calendar name that displays in the From field of your email when your recipients open the message.
   • The style settings that will appear in the email.

Note The Email calendar setting is not available if the event you're working with appears only on one calendar that's published.

5. Do one of the following:
   • To save the changes and return to your calendar, click OK. If you selected Send Now, the announcement is sent immediately.
   • Schedule up to two follow-up reminders. Either use the default introductory text for each reminder or type your own custom message.
   • To set up an invitation and registration for this event, select the Send invitations to register for this event check box. You can then Set up event registration on the Event Registration tab.

Note You send event announcements and reminders independently of scheduled or one-time calendar email that you might already have set up. Likewise, the distribution list you set up for a specific event is independent of your calendar email list.

Default introductory text for announcements and reminders

• Announcements

  "We are pleased to announce the following event. If you are interested in attending this event, add it to your calendar by clicking the icon below."

• 1st reminders

  "Don't forget to add this event to your calendar if you haven't already done so. The event starts in amount of time."

• 2nd reminders

  "Reminding you of an event that is right around the corner. The event starts in amount of time."

To send follow-up reminders

1. After you've scheduled or sent your first event announcement, open the event for editing, and click the Event Email tab.
2. Under Your scheduled event email, for 1st Reminder, click the down arrow and select the amount of time before the event's start time at which you want to send the first reminder.
3. For Custom email, type the introductory text that you want the first reminder message to contain.
4. (Optional.) Set a second reminder to go out at a time in between the first reminder and the start of the event. Customize the introductory text for that message if you like.
5. Click OK.

Edit styles for event invitations and reminders

By customizing event email spuds, you can have some access to the style attributes for event email that you send.

• Invitation email uses the styles and settings in the Invitation email spud.
• Announcements and reminders use some of the styles of the Reminder email spud.

  (The Reminder spud also is applied to reminders that calendar visitors send to themselves from your calendar.)

  Note Currently, announcements and reminders that you send to others do not use the background color set in the Reminder spud. Instead, they use a white background. If you customize the Reminder spud, make sure that the text colors will be legible on a white background in addition to any other background color you set.

To change the styles for your event email, click the Email tab, add the appropriate spud to the Event Email section of your Publishing Control Panel, and then edit its styles.

Learn more about adding email spuds and editing their styles.