Virtual Event Acknowledgement Emails - Zoom Links

Olivia Harding

Our organization is trying to funnel our virtual Zoom registrants through our website to register through our Altru webform FIRST, and then receive the Zoom registration link within the Acknowledgement Email we send from Altru.


Are other organizations doing this? Do you have issues with the multiple-part registration process? Have your constituents been frustrated that they have to register on the website and then again through Zoom?


And finally, we don't need the eTickets from Altru since the event is virtual, but I know there's not a way to turn those eTickets "off." Does anyone have issues with the eTicket that sends from Altru separately? Does that add confusion? Has anyone discovered a way to force the tickets to be "Will Call" instead of eTicket so prevent that secondary email from going out?


Any and all suggestions, links to your webforms, etc. are helpful! Thank you!

Olivia

Citli Mejia

Hi Olivia! We are doing this at Oceanside Museum of Art in Oceanside, CA. We definitely get some frustrated constituents but we do have someone (most times, a few of us) answering emails and calls to make the registration process easier only because members have to fill out their info even if they are signed in as members- this can get confusing and it can also be time-consuming. As for Zoom, we do not require them to sign up through Zoom again, we actually do a query of everyone who has signed up and email them the zoom link with a custom note based on what the program is about and other related notes. Our constituents receive the link to log on several times before the event as reminders- if they signed up online, they also receive an acknowledgement letter with the link. If you sign them up on the back end through Daily Sales or Advance Sales they do NOT get an acknowledgement letter which is why we do a bulk email several times before the event date to ensure everyone gets a link no matter where or how they signed up.


As for the etickets, you might be able to just mark that delivery method "inactive" for the time being. That way when you need this to be available again when we reopen you can just mark it as active or adjust for future needs. The delivery method options are under Tickets/Configuration/Delivery Methods.


I hope this helps!

Olivia Harding

Thank you Citli, this is helpful!

Olivia Harding

Hi Citli,


I actually have a follow-up here if you don't mind. We're wanting to send out reminder emails the day of the virtual program since folks don't register through Zoom and therefore won't get the typical Zoom reminder email. When you say you run several bulk emails, what do you mean specifically? Do you process the emails through Altru? If so, do you use appeal emails, email packages, or what to process the emails?


We've been using a Gmail extension to send emails to registrants the day of the program, but we'd like to find a way to schedule the reminder emails in advance so we take out the scheduling issues and human error.


Thanks in advance!

Olivia

Citli Mejia

Hi, Olivia!


Great to hear from you again! We actually do these manually. We have one staff member who is responsible for these emails. We download the query report for all who have signed up and take the emails they have signed up with and add them to an email (we use gmail, too). To my knowledge, I don't know how to schedule them in advance without needing someone to copy and paste the emails to the email reminder. If you find a way, let us know