Meeting Mojo Support

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Important Notices

Define auto-updated elements (contact details, site URL, etc) 

Set email display information

Set contact information

Element and setting reference tables

Editing Email Content

Turn off System Emails

Event-wide

Individually (on behalf of an attendee)

As an attendee

Important Notices - Read before continuing

Meeting Mojo sends emails to delegates who have accounts on the system when: 

• They are approved by you (welcome email)
• They send or receive a meeting request
• Their meeting request is accepted or declined (or cancelled if already confirmed)
• They receive a direct message
• They have been invited to join a colleague's meeting

By default, system emails are sent from a no reply email address. You can change this so email replies are received by you in the Setup tab, under 'System email settings'. System emails have default templates they use when sent out but can be customised by you at any time.

System emails are sent in plain text only. This is to ensure they arrive as quickly as possible and without ending up in Spam folders. Additionally, this means images, HTML embeds, etc. cannot be included in your emails. Hyperlinks will still work as long as the recipient is using a modern email client.

Define auto-updated elements

While editing your system emails, you may notice a list of elements in square brackets on the right. These elements can be placed anywhere in your emails and are automatically replaced with the relevant information. Follow the steps below to make sure these elements are up to date whenever they are used. These steps are not required but are very highly recommended for your event to look professional and not get pushed into Spam inboxes.

Set display information

To view more information about the element or setting referenced in the step, click the name (in blue) to view the corresponding row of the tables.

1. Navigate to the Setup tab.
2. Choose 'System email settings' in the lower right menu.
3. First, click the blue text to the right of 'Admin email'. Enter an email address into the text box. Click Save when done. 
4. Next, click the blue text to the right of 'Admin name'. Enter a name into the text box. Click Save when done. 
5. (Optional) Turn on the 'BCC Admin' switch to receive a copy of all system emails to the admin email specified above.
6. (Optional) Click the blue text to the right of 'BCC other'. Enter an email address into the text box. This address will receive a copy of all system emails. The 'BCC Admin' switch does not need to be on for this to work. Click Save when done.
7. Click the blue text to the right of 'System email footer'. Enter a signature into the text box. Click Save when done. 

Set contact information

To view more information about the element or setting referenced in the step, click the name (in blue) to view the corresponding row of the tables.

1. Navigate to the Setup tab if needed, then choose 'Contacts settings' in the lower right menu.
2. Click the blue text to the right of 'Contact email'. Enter an email address into the text box. This can be the same as the previously entered Admin email. Click Save when done. 
3. Click the blue text to the right of 'Contact name'. Enter a name into the text box. This name should correspond with the given contact email address. Click Save when done. 
4. Click the blue text to the right of 'Contact phone'. Enter a phone number into the text box. The number will not be formatted automatically, so make sure it is correct. Click Save when done. 
5. Click the blue text to the right of 'Conference name'. Enter the name of your own website into the text box. Your event website is already set to another element, this URL will instead appear on the Contact page. Click Save when done. 
6. Click the blue text to the right of 'Conference web address'. Enter the URL of your conference website. Click Save when done. 

Element and setting reference tables

Numbers on the left correspond to which step the element is found in above. Place these elements anywhere in your emails and they will be automatically replaced and updated with the information entered in the above steps.

 

No.	Element	Default Information	Replacement Information	Default Location
3	[[EMAIL_FOOTER]]	Best regards, Conference Team	Signature to show who the email is coming from	At end of all emails
4	[[CONTACT_EMAIL]]	ouremail@ourcompany.com	Event manager contact email address	Closing paragraph of all emails
5	[[CONTACT_EMAIL_NAME]]	Real Company	Event manager individual/company name	Closing paragraph of all emails
6	[[CONTACT_PHONE]]	525 555 5575	Event manager contact number	Closing paragraph of all emails
7	[[PARENT_SITE_NAME]]	Meeting Mojo	The name of the event host or manager	On the 'Contact' page
8	[[PARENT_SITE_URL]]	http://www.meeting-mojo.com	The URL of the event host or manager's website
	Automatically set elements:		(No extra config needed)
	[[SITE_NAME]]	Your event's name		Near the end of most system emails
	[[SITE_URL]]	Your event website's URL		In system emails that require visiting the website
	[[START_DATE]]	The start date of your event
	[[TIME_ZONE]]	The default time zone of your event

Elements above with no default location are free for you to place anywhere you would like but are not required.

There are a vast number of other elements visible under the 'Meeting fields' heading while editing an email. These elements are self explanatory in their naming and are already placed in their appropriate locations. Do not remove existing elements from their default location, especially meeting fields otherwise attendees will be missing out on vital information. You may reorganise the email how you please but make sure existing elements still remain.

1. Navigate to the Content tab and choose 'Emails' in the upper right menu.
2. If you see a blue 'Activate' button, click it to allow editing. 
3. To edit an email template, click its title or ‘Edit’ link.
4. A new page will open with multiple different text boxes.
   Title - This text will appear in the subject line of the email. Square bracket elements such as [[SITE_NAME]] can still be used here.
   Template - The main body of the email. Just like the title, this can be changed how you like to fit your event but as stated above, only supports plain text.
   Notes - Not visible to recipients, can be used to leave notes for other event managers or yourself. A description of when the email is sent can be found here by default.
5. You will also see a list of elements in square brackets on the right of the page.
6. When you are finished editing, click the blue Save button.

Test your updated email(s) by adding yourself to the event as an attendee and doing the actions that trigger the email.

If you are having problems with a specific email, click 'Revert...' in it's Edit page to set the text back to default.

Turn off System Emails

When needed, system emails can be turned off either across your entire event, affecting all attendees, or for individual attendees. Attendees can also turn off system emails themselves. Note that turning off emails using any of these methods does not turn off login related emails as they are required.

Event-wide

1. Navigate to the Setup tab.
2. Choose 'System email settings' in the lower right menu.
3. Turn off the 'System emails on/off' switch or turn off specific emails below this setting. These options are:
   • 'newpassword' emails - Sent along with welcome emails if you have left the password field blank while importing in bulk.
   • 'newuserregistration emails - The welcome email sent once an attendee is registered.
   • 'approval' emails - Similar to the welcome email, sends once an attendee is added then approved.
   • 'companyregistration' emails - Sent to the attendee that registers their company.
4. Your settings are saved automatically. Use a test attendee profile to ensure the email hasn't entered your inbox.

Individually (on behalf of an attendee)

1. Navigate to the Attendees tab.
2. Find the attendee you wish to turn system emails off for, then click their name.
3. On the right, turn off the switch under 'Email alerts for [name]'. You may need to scroll down slightly to see this.
4. Your settings are saved automatically.

As an attendee

1. On the event website, navigate to 'Account' in the top menu bar.
2. On the right, choose 'Edit [your name]'. If you are the manager of your company, make sure you choose your own name, not your company's name.
3. Turn off the switch under 'Email alerts for [your name]'. 
4. Your changes are saved automatically.