Knowledge Base

Contacts Email/Download


Frequently Asked Questions

#1 What to Consider When Composing an Email?

  • Customize each recipients email using the integrated HOT KEYS like [Firstname] [Lastname] [Email]
    • NOTE: a list of available Hot Keys will appear and will vary based on the module you are sending the message from
  • Give your email a subject title
  • Create your email in the message box
  • When finished creating the email, click Preview Email button
    • The logged in user account will receive a test email.
  • You may uncheck any recipient who should not receive the email
  • Check the inbox of the logged in user account and if no edits to the email are required, click Send Email button to send immediately, or Schedule the email to go out at a later date

#2 How to Send An Email?

  1. Click Dashboard
  2. Click Contacts Module
    • Note: If you wish to send to a specific individual, search for the person and click Email, then proceed to Step #6
  3. Click Download button
  4. Click the Contacts tab
  5. Click Go for the list you wish to send an email to
  6. Click Send Email (You may need to click Advance if you are selecting another filter for the list)
  7. Update the Subject and Message content.
  8. Click Preview Email
  9. Unselect any recipients whom should NOT receive the email.
  10. Scroll to the bottom, set Do you want to send this email now?
    • Yes = send immediately
      • Set As Recurring Email Message
        • No = send immediately
          • Click Send Email button 
        • Yes = select Frequency options
          • Set Expiry of recurring message
          • Click Send Email button
    • No = schedule a date and time to send
      • Click the calendar icon to select a date and time (Note: Time is based on Eastern Time Zone)
      • Set As Recurring Email Message
        • No = send immediately
          • Click Send Email button 
        • Yes = select Frequency options
          • Set Expiry of recurring message
          • Click Send Email button

#3 How to Schedule an Email?

NOTE: The list that the email is sent to will be adjusted automatically based on the members who are included in that group at the time and date you schedule the email to go out on. i.e. if you are sending an email to all your contacts, and schedule the email on January 1 to be sent on February 1, all the contacts in your system AS OF FEBRUARY 1 will receive the email. 

When you are in the compose email screen:

  1. Scroll down to the bottom of the page (below the recipient list)
  2. Set Do you want to send this email now?
    • No = schedule a date and time to send
      • Click the calendar icon to select a date and time (Note: Time is based on Eastern Time Zone)
      • Set As Recurring Email Message
        • No = send immediately
          • Click Send Email button 
        • Yes = select Frequency options
          • Set Expiry of recurring message
          • Click Send Email button


#4 How to Edit / Change the Date / Time of a Scheduled Email?

  1. Click Dashboard
  2. Click Email Management in left-side menu
  3. Click Scheduled Emails tab
  4. Click Update button next to the scheduled email message, edit the message and/or select a new date / time
  5. Click Update Email button

#5 How to Delete a Scheduled Email Message?

  1. Click Dashboard
  2. Click Email Management in left-side menu
  3. Click Scheduled Emails tab
  4. Click Delete button next to the scheduled email message you want to remove

#6 How to Resend a Previously Sent Email Message?

Email History is a view of all the emails that have been sent from your system. You may see the date the email was sent, the module it was sent from, the group it was sent to, you may view the actual text of the email, and you may open a pop-up to view a list of all the recipients.

Note: This will pre-populate the Email contents from a previous email. This will not resend the message to the same list of recipients. In order to resend to a tailored group list, you will need to Import Contacts, then follow the Resend Email steps below.

To Resend an Email from your Email History

  1. Click Dashboard
  2. Click the module you wish to send an email from (e.g. Speaker Module)
    • Note: If you wish to send to a specific individual, click Contacts Module, search for the person, click on the row the person appears on, click Email in horizontal menu, then proceed to Step #5
  3. Click Download button
  4. Filter down to the group you wish to email
  5. Click Send Email
  6. On the email screen at the top, click "Click here" to use a message from email history
  7. Click Re-Send beside the email you want to re-use, this will populate the compose screen with the content of the message selected where you may re-edit the content and send the message.

Note: You will be able to edit the email before sending. 


#7 How to Download the list of Contacts?

  1. Click Dashboard
  2. Click Contacts Module
  3. Click Download button
  4. Click the Contacts tab
  5. Click the Go button beside the group of contacts you wish to Download a report for
  6. Select the Download Excel button.

If downloading a report of All Contacts

  1. Check off the fields you wish you include in your download
  2. Click the Download button.
  3. You may name the report, and the same report will be saved for future use/download.

If downloading a report of All Contacts by Group

  1. Select the group of contacts you wish to download
  2. Click Advance.
  3. Click Download button
  4. Select the contact fields you wish to include in the download.
  • TIP: You can quickly check or uncheck all fields at the top of the contact field list.

If downloading a report by Filtering all Contacts by Field

  1. Choose the field you wish to filter by, and include the word or keyword you wish to filter for. 
  • TIP: If you enter multiple words, separate each word by a space

#8 How to View Stats (e.g. Bounced vs Opened) for an Email that was Sent?

  1. Click Dashboard
  2. Click Email Management in the left side menu
  3. Click View Details button for the email message you want to view the Statistics for
    NOTE: This will open a dashboard with the Statistics tallied for the Email message. It may take approximately 48 hours after the message is sent for the statistics to be available.

The View Details button is located on the far right. Click View Details for the message you wish to view stats on.

NOTE: Under the Bounced column, click on a name to open the person's contact profile and view the email address that caused the bounce. In some causes, it may be a typo in the email address that may need to be corrected.

Eaxmple of the Email History Dashboard Screen:


#9 How to change the system generated Email sent after someone creates a profile account?

The system generates an auto email back to a user after they have created a user account in the system. The module you select represents the email sent to the new user in that module.

  • Attendee = new profile created on registration system
  • Exhibitor = new exhibitor profile
  • Speaker = new submission profile
  1. Click Dashboard
  2. Click Other Tools tab
  3. Click System Email Management button
  4. Click in the dropdown list and select the relevant module
  5. Click Select Module button
  6. Customize the Email content
  7. Click Update Email button


#10 How to download files (like speaker headshots or CVs) in bulk?

If you collect files in your contact form, such as a speaker headshot, you can download all those files that were uploaded in bulk from the Contacts module Email/Download area.

  1. Click Dashboard
  2. Click Contacts Module in left side menu
  3. Click Download button
  4. Click Contacts tab
  5. Click Go button beside  "Files Uploaded"
  6. Select the file to download. 

#11 How to view the email history for a specific Contact?

  1. Click Dashboard
  2. Click Contacts Module in left side menu
  3. Search for the specific individual and click on the Manage button
  4. Click Contact History in the horizontal menu
  5. Click Email History tab
  6. Click on the Email Subject line to view the email content


#12 How to use the Contacts Custom Query Builder?

In the Contacts Module, a Custom Query Builder is available to allow you to build your own report based on fields specifically linked to a contact that appear on the contact profile form or linked to groups and/or member dues (NOTE: available for those using X-CD to manage groups and member dues).

  1. Click Dashboard
  2. Click Contacts Module
  3. Click Download button
  4. Click Custom tab
  5. In the drop down list, select an appropriate field, the criteria, and the value.
  6. If you want to add another field criteria select the AND/OR and click the + Add Filter button
  7. In the drop down list, select an appropriate field, the criteria, and the value.
  8. After all of your criteria have been added, click Run Query button
  9. Click Continue button
  10. Click the appropriate action button you wish to use e.g. Send Email or Download to Excel

How to get a list of contacts who selected the Do Not Contact field?

NOTE: This is applicable, if you have a 'Do Not Contact' field defined on your contacts form.

  1. Click Dashboard
  2. Click Contacts Module
  3. Click Download button
  4. Click Custom tab
  5. In the drop down list, select Do Not Contact field, select criteria 'Is', select value 'Yes'
  6. Click Run Query button
  7. Click Continue button
  8. Click the appropriate action button you wish to use e.g. Send Email or Download to Excel

How to get a list of contacts who are not members?

NOTE: This is applicable, if you are using X-CD to manage your membership.

  1. Click Dashboard
  2. Click Contacts Module
  3. Click Download button
  4. Click Custom tab
  5. In the drop down list, select User Groups field, select criteria 'Not In', select all values listed for Member groups (Hold down the CTRL or COMMAND button, click the first and then click the last value), ensure the OR option is clicked
  6. Click Run Query button
  7. Click Continue button
  8. Click the appropriate action button you wish to use e.g. Send Email or Download to Excel

#13 How to set a Favourite list of Contact reports?

  1. Click Dashboard
  2. Click Contacts module
  3. Click Reports button
  4. Navigate to the report that you want to mark as a favourite
  5. Click the Star so it appears 'coloured in'
  6. Click the Favourites tab, the 'Starred' report will be listed under the Favourited Reports heading
  7. Repeat Steps 4 to 5 for each report to be included under Favourited Reports.

#14 Other Email / Download help references

List of other sections with Email help

Overview

The Contacts Download/Email centre for all of your system contacts. Here you can send emails and download reports for all the contacts in your system (not just contacts in a specific module i.e. attendees, exhibitors, or authors).

Functions:

  • Email and download all your contacts,
  • Email and download all contacts based on their groups
  • Filter through all your contacts by selecting certain field criteria of your choice

Example:

  1. Filter down to the group of contacts you wish to Email or Download
  2. Click the Find button
  3. Choose whether you want to Email the Group or Download a report.

X-CD Technologies (pronounced "Exceed"!) has been supporting the association and conference industry since 1995. All of our software modules are proprietary and developed in-house which gives us the flexibility to make customized changes to meet all of our clients unique needs.

We have offices in both San Francisco and Toronto and a network of conference management organizations and suppliers worldwide that can help and serve your needs wherever your next conference venue is located.

Our clients include both small and large associations and conferences and events range from as small as 100 to 5,000 attendees. Our client base includes universities, corporations, associations, private companies, conference management groups and government.

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