Login details and study information can be sent to project users immediately sent or scheduled for a later time using the Send or Schedule Emails page in your Realtime project.
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Sending Emails
In your project area, go to the Users tab, then click on the Send or Schedule Emails option.
Click the Send or Schedule an Email button.
Step 1: Select Recipients
The first step is selecting which users you would like to email.
Email Type
Users with upcoming activities - This type will only display participants for upcoming activities. It will filter out any unassigned or past projects.
Users assigned to any activity - This type will display all users assigned to an activity, regardless of past, active, or upcoming activities.
Unassigned users - This type will only display users who have not yet been assigned to an activity. This is a good way to double-check that you have assigned all users.
Everyone - This type will include all users, assigned / unassigned and past / active / upcoming.
User Filters
This area allows you to filter by the different user types in your Project and / or the Activity chosen in the Email Type area.
Role - you will only be able to send invites in accordance to your own user role. To see who you will be able to send invites to based on your role please reference this article - User Role Updates
Registered - Selecting this will show only users who have registered and signed into tracks platform.
Pending Registration - This option shows only the users who have not yet registered or signed in.
Activity Accessed - Selecting this will show only the users who have entered an activity. This can be used to send out follow-up information for things like incentive updates, etc.
Standby - If time selection is enabled on your project, this filter option will appear. This can be used to reach out to users who are assigned as standbys.
Assigned - This option allows you to filter out only those users who are assigned to the selected activities, or not.
Readiness Check Incomplete - This option allows you to filter out users who have not completed, or who have completed but not Passed, the technical assessment. This can be used to send reminders about the technical assessment.
Select Users
Select the checkbox on the left of the user’s email address and Display Name in order to select or deselect users. This can be done to just choose a couple of people without a filter or in addition to the filters on the left. See the figure below:
Select All - Checking the box for Select All will select all user on the list.
Clear Selection - Checking the box for Select All and deselecting it will clear all selected users.
Click the Next button after making your selections to continue to the Create Broadcast step.
Step 2: Create Email
The second step is to create the email.
Delivery Options
From Name - Here you can type in the name of the person or company you would like the email to come from.
Reply To - Here you can type in the email address that you would like the recipients of the email to be able to reply to.
Format - The format (HTML or Plain Text) you would like to send the email in.
Scheduling
The email can be either Scheduled to be sent at a specific date and time OR sent immediately (upon clicking the Send Email button in Step 3: Preview Email).
Emails scheduled to be sent at a specific date and time are listed on the Send or Schedule Emails page and can be reviewed and edited from that page.
Create Message
Use an Existing Template - Here you can select from a list of pre-populated templates that are automatically in the project when you book a group or templates that have been added in the Manage Templates area.
You can make additional templates ahead of time by following the process outline here Creating Project-Specific Email Templates.
Subject - The subject line of the email.
Message Text - The body of the email message. Type or copy and paste your email text in here. You will be able to format the text using the toolbar above the input box area.
Insert Variable - Clicking the Insert Variable button brings up a list of all the variables that can be included in your email message. These variables pass through participant and project information automatically so you do not have to manually input them each time and can send multiple emails to different people at the same time.
The right-hand side will tell you what it will be piping into your email. The left-hand side is the variable as you will see it in your template. Click on any of the details to insert the variable in your email.
NOTE: For custom link sessions - the [JOINURL] variable will pass through the meeting link you inserted into the activity booking and take your participant directly to the Zoom or Teams session.
Click the Next button after making your selections to continue to the Preview Email step. Click the Previous button to go back to the Select Recipients step.
Step 3: Preview Email
The third step lets you preview your email before confirming and sending.
Recipient List - This area will show you all the people that you are going to be sending the email out to.
Message Preview - This will let you see what you are sending out to the users you selected. The top most user record will appear for your approval before you send out the email.
Click the Previous button to go back to the Create Email step, if needed. Click the Send Email button to send out emails.
Reviewing Sent or Scheduled Emails
On the Send Or Schedule Emails Page will be listed all sent emails, as well as all scheduled emails. You may review sent emails, and review and edit any scheduled emails.
The list is sorted so that emails that have been sent are shown at the bottom of the list. The scheduled email that is to occur closest to now, will be first in the list, followed by emails that will be sent out later. The email that is scheduled farthest into future is shown immediately before the already sent broadcasts.
The Edit button displays the same dialog/wizard as Add Scheduled Email with the selected recipient values shown. The filtered values may not match the original selections. The main point is that the recipients of the scheduled broadcast match the initial selection.
The Delete button displays a confirmation dialog. Clicking Yes results in the scheduled email being cancelled and removed from the queue. The list is re-displayed and the broadcast is removed.
A scheduled email can be edited or deleted up until the time it is sent. After that time, there is only the ability to review the email details using the Info button .
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