Plan an email with one clear purpose, the right audience and a working next step. Use the examples to draft your launch and reminder messages.
When to use this guide
Use it before writing an invitation, networking reminder or follow-up. For the sending steps, see Introduction to custom emails.
Custom emails require an Invite only event. In a public event, use your own email service and the event's join link.
Planning choices
Choose the audience and action
Unused invites: ask registrants to join. Give them a button with
{{join_url}}as its address.Joined attendees: ask attendees to complete their profile, book meetings or open the agenda.
Choose both audiences to reach everyone in your selected registrant lists. The audience filters the list members; choosing a list alone is not enough.
For Send now and scheduled emails, each address receives the email once, even when it matches several lists.
Use a separate message when another audience needs different instructions. For example, sponsor representatives can prepare their profiles before the attendee launch.
Write readable content
Use a specific subject, such as
Your [Event name] invitationorBook your meetings before [Event name].Avoid all caps and repeated punctuation. Make the purpose clear without relying on emoji.
Put the main action near the start. Name the event and explain why the recipient needs to act.
Use descriptive link text, such as
Join [Event name], rather thanClick here.Keep important instructions as text. Check that the message still makes sense when images do not load.
Use links and images from sources your attendees recognize. Check spelling and remove unused template content.
These are writing recommendations. They do not guarantee delivery or prevent spam filtering.
Choose a sender and schedule
Without a verified custom email domain, the sender is Brella at [email protected]. Replies go to the sender address. Include a monitored event-help contact in the message if attendees need one.
To use your own sender, ask your organization admin to activate a custom email domain. Keep its DKIM and Return-Path records in place. Brella uses the domain only while both are verified.
Scheduled times use the event's time zone. Choose times that give attendees enough time to act. Use Plan your event communications for the launch and reminder sequence.
For Invite created or Invite updated, enable the trigger before sending invitations. The custom email replaces only invitations sent after activation. Keep its content suitable for everyone in its lists. Save as draft pauses the trigger or cancels a schedule.
Worked examples
Replace the text in square brackets. In the visual editor, set each button's address separately from its visible label. Keep {{first_name}} and {{join_url}} spelled exactly as shown.
Launch email for Unused invites
Subject: Your invitation to [Event name]
Hello {{first_name}},
Join [Event name] in Brella before [date]. Complete your profile, choose your networking interests and book meetings with other attendees.
Button text:
Join [Event name]Button address:
{{join_url}}
You can also browse the agenda and choose your sessions. For help with the event, contact [monitored email or help page].
[Organizer name]
For sponsor representatives, add: Prepare your profile and check your company booth before attendees join. Confirm that representatives have joined and are linked to the correct booth.
Reminder email for Unused invites
Subject: Prepare for [Event name]
Hello {{first_name}},
[Event name] starts on [date]. Join Brella now so you have time to complete your profile and arrange meetings.
Button text:
Join [Event name]Button address:
{{join_url}}
For event questions, contact [monitored email or help page].
Reminder email for Joined attendees
Subject: Book your meetings before [Event name]
Hello {{first_name}},
Open [Event name] in Brella. Check your networking interests and availability, answer your meeting requests and choose your sessions.
Button text:
Open [Event name]Button address:
{{join_url}}
Your meeting times and locations are in [the name of your My Schedule tab]. For help, contact [monitored email or help page].
Before you send
Check the event name, dates, audience, lists and monitored help contact.
Check the subject, text, images and links on desktop and on a phone.
Use Send test on Content or Review to check the message in your inbox. Test tags stay as tags, except the event name; the QR code is a static test image.
Use
{{join_url}}for event access. The Brella QR code is for check-in and lead scanning, not for opening the app.Use seat tags only for invites. They are empty for joined attendees.
Brella omits the QR code for virtual recipients and lists with Show QR code off. Do not make the message depend on it.
Upload images in the visual editor or use public image addresses that remain available after sending.
Keep Brella's unsubscribe footer. You do not need to add your own.
On Review, check the sending method, trigger, audiences, lists and scheduled time. Use Edit settings to correct them.
Send now cannot be undone. Save a draft if the message is not ready.
After sending, allow for the statistics delay shown on Communications > Custom Emails before assessing delivery or opens.