Welcome to Administrate TV. My name is Gilles and today we’re going to be talking about email triggers – how to use them and why we use them.

So what exactly is an email trigger? An email trigger is an email that is sent to a particular group of people or individuals, and it is sent dependant on something that has happened, or has triggered it to send.  These can come in various different shapes and sizes for example, if you are a training company, you may have a certain amount of courses that students want to book onto. Once they’ve booked onto the course they will receive a couple of automatic emails telling them things like joining instructions, venue instructions or even a payment invoice. This then eliminates the need for a human to manually go through every registration and match that to their joining instructions or their emails – therefore saving you a lot of time.

We can also make ourselves more productive by using email triggers – I use the reports engine in Administrate to send myself a report every single week. This report is updated live every week and is attached into an email which is then sent to me.

Ok, so these email triggers sound pretty good – but how do we set them up? In Administrate, we have a 3 step process. First of all, we need to validate your sending address.  The reason we do this is because a lot of email triggers are used for spam and we don’t want to advocate that, so by sending you a link which you have to personally have to log into your inbox and verify, it means we know it’s coming from you.

Email Templates

Number two is your email template. If you can write an email, you can create an email template! First of all we have some fields that you need to fill out, they are listed here. Your ‘name’ is the name of the actual trigger so this can be stored in your CRM which you can refer back to at a later stage. Your ‘audience’ is who the trigger is going to be sent to. Is it going to an individual? Is it going to a group of people? Your instructors? Or, like my report, even to yourself. We then have the ‘email subject’. This is the subject that the recipient is going to see on the email. We can use merge fields here to make it a lot more personal – but I’ll come onto those in a moment or two. We also have the ability to add any attachments. So again, like my report, this is where I would add this – but it can also be any sort of document that you want added to the email trigger. Last but not least is our email body. This is the body of the email that you’re going to type. It’s very important to spend quite a bit of time on this, once you get it right it means that this email can be sent to thousands and thousands of people without you having to do a single thing! So this is our email body, and what I’ve used here are merge fields. Merge fields enable me to make an email more personal, and it will also update live depending on what I’ve done within my system. As you can see here, this merge field becomes their name, and this merge field becomes the actual event title. This is what the recipient will see and this is what I’ve created.

Configure Your Trigger

Last but not least is configuring your trigger. This is where you’re going to decide when the trigger will be sent. Is it sent when the event starts? When the event ends? Upon registration? You can also set up times for things like expiry dates in the future or in the past.  Having done that, you can decide whether you want your email trigger to be automatic or manual. You won’t want it to be automatic perhaps every time – if you want to edit the email before it’s sent out you can choose it to be manual. This means that you won’t have to create the email, you’ll just have to click on a button and send it manually yourself.

Why do we use email triggers? At Administrate we use them because they build far better customer relations. If a customer books onto a course and instantly gets an email telling them about their joining instructions, about their payment options, they’re going to be a happier customer. Time is money – if I can spend less time creating emails and sending these out every single day when someone books onto a course it gives me more time to be more productive. Like my report that gets sent to me every single week – I literally don’t have to click a button, and yet I have all that information at my finger tips. Last but not least is our trigger log.  This is where we can check and see the status of our emails to the client. If it’s ‘On Hold’ it means that it’s a manual email. I will literally have to click and then send the email on – but I can edit it before hand.  The green ones mean that they have been sent, clicked or opened – telling me what the user has done with the email that we’ve sent.  Lastly is our error trigger log. If it’s in red, there’s an error. If it has bounced or it says ‘invalid email’ it means we can contact the user, ask them what the problem is with their email address and if they have an alternative way for us to get in contact.

Email triggers – save time and be more productive! As always if you have any other questions please don’t hesitate to get in contact with us. Thank you very much.