Configuring an Outreach Mailing

To set up an Outreach Mailing for an event:

Don't see a green Send Mailing button?

Only users with the Deliver Send permission can send mailings. Users with the Deliver and/or Deliver (edit all users) permissions can save the send settings.

Collecting RSVPs with an Outreach Mailing

Initial responses to an event invitation are collected through an Outreach Mailing that includes a RSVP link to the corresponding event.

To set up the RSVP link for an Outreach Mailing:

1. Copy the event registration form link. Both vanity and standard and Slate-generated URLs can be used with this feature.

   

2. Paste the event registration form link into the Outreach Mailing message. This link can be hyperlinked if desired. If a vanity URL is used, do not hyperlink the URL.

3. Within the event registration form link, add /rsvp/ after /register/. If a vanity URL is used, /rsvp/ should be added after the vanity component of the URL. This should come before any other parts of the URL, including GUIDs or query string parameters. For example, for an application-scoped event, the link may look like the following:

   https://admission.slate.edu/register/vanity/rsvp?person={{Application-GUID}}

   If a URL without a vanity is used, the format of the RSVP URL should be:

   https://admission.slate.edu/register/rsvp?id=EVENT-GUID-HERE&person={{Person-GUID}}

   Note with the above link that the Prospect ID merge field is used for a person-scoped event. Any additional parameters included in the URL should be appended using ampersands.

4. Be sure to append the URL with the appropriate query string parameter of the record's unique identifier. Appending the event registration RSVP link with a unique identifier (i.e. Prospect ID) will provide the recipient with a unique URL. This will automatically associate the mailing with the recipient's record and pre-populate any mapped fields that already contain data.

   • For a Person or Records-scoped query, append the URL with the Prospect ID export.

   • For an Applications-scoped query, append the URL the Application Slate GUID export. 

   • For a Dataset-scoped query, append the URL with the GUID of the Dataset record.

5. Append the URL with any additional parameters (e.g. pre-defined form fields).

After sending the Outreach Mailing, any recipient of the communication will be listed under the Outreach tab on the event page. The columns displayed in this tab are:

• Invited - The names of the records included in the Recipient Lists

• Invitation Sent - The date and time at which the Outreach Mailing was sent to the recipient

• Response Date - The date and time at which the record responded through the RSVP link

• Status - The status of the record's event registration, either Registered, Declined, Cancelled, or Invited

Once the email is sent and a recipient clicks the event registration RSVP link, the recipient will see two options: Accept Invitation or Decline Invitation.

• If a recipient clicks Accept Invitation, the event registration form appears and any appended URL parameters carry through to populate the corresponding form fields.

• If a recipient clicks Decline Invitation, either the default message appears or a custom confirmation page and/or email can be configured.