Scheduled mail (VP)

Schedule onboardings mails to send templates at a desired date and time
Note: Mails from the Admin Panel can be sent 6 weeks before and 2 weeks after either of the following: programme items, appointments, networking tables, opening/closing times of platform.

The home page/settings

To find the onboarding feature within the admin panel:
  1. 1.
    Hover over the communication tab.
  2. 2.
    Click on 'Mails' to extend the drop down menu.
  3. 3.
    Select 'Scheduled mail'.

Scheduled mail

In the overview you can see the scheduled mails.

Understanding the home page

Template name
Scheduled date and time on which the mail will be send
Amount of times the mail was sent
Tags of the users the mail was sent to
Receiver state
Send the mail to everyone, logged in users or users who didn't log in yet
To individually manage the mail.

Management buttons

Above the headers are two buttons for you to add new and manage scheduled mails. On the right is 'New scheduled mail' and 'Settings'.

New scheduled mail

To schedule a mail:
  1. 1.
    Click on 'New scheduled mail'.
  2. 2.
    Select a template.
  3. 3.
    Edit the mail if needed and click on 'Next'.
  4. 4.
    Address to users with a tag or select a certain receiver state. Click on 'Next'.
  5. 5.
    Confirm the e-mail and set a scheduled time and date.
  6. 6.
    Click on 'Save' to schedule the mail.
Sent scheduled mails will be send automatically to new users added to the admin panel. Note: Onboarding mails can only be send when a programme item is created in the admin panel. Note: when an integration is active, with for example or Eventbrite, users that get synched into the admin panel will also automatically received all sent scheduled mails.


There are a number of settings that can be amended, to find them:
  1. 1.
    Open the 'Scheduled mail' page.
  2. 2.
    Click on the 'Settings' button in the top-right corner.
  3. 3.
    Click on 'Mail' in the left side menu.
  4. 4.
    Adjust the settings accordingly.
  5. 5.
    Click on 'Save changes'.
Mail timing
Mail settings
Push messages
SMTP mailing
  • Minimum hours between each e-mail - set the minimum number of hours that must pass before another e-mail can be sent.
  • Enable to send confirmation e-mail after first login - decide whether users receive a confirmation e-mail once they've logged in to the app for the first time.
  • Date and time after which e-mail will not be send - set a final date and time for any of the e-mails to be sent.
The 'Minimum hours between each e-mail' setting is currently disabled across all platforms.
Additional settings for onboarding mails:
  • Reply from address - the address the replies on the mail(s) will be send to
  • Email header image - banner at the top of the e-mail (when not using the action button)
  • Enable to show the app icon at the top of the e-mail - show the organisation atop of the e-mail
  • Enable to show the store apple and play store icons in the e-mail footer - shows the buttons which redirect to the store to download the app by default. Disable when not using the app.
To notify offline users:
  • Send an e-mail instead of a push notification - User who have not logged in yet will receive an email instead of a push notification.
  • Send an e-mail of a push message if user is offline on virtual event platform - Users who are currently offline from the virtual event platform will receive an email.
  • Send an appointment request via e-mail - If enabled, users receive an email when an appointment is scheduled with them. This can be useful for when organisers/exhibitors create appointments in the platform before the event has started.
Use your own SMTP server to prevent e-mails from ending up in spam, as to when they are send out by the default server:
  • Reply from address - the address the replies on the mail(s) will be send to
  • Use custom SMTP service - should say 'Yes, use custom SMTP server'
  • SMTP Host - the mail server. Contact your ICT-department in case you need more information
  • SMTP Username - the address from which the mails will be send
  • SMTP Password - the password of the SMTP Username address
  • SMTP Port - the port of the host. Contact your ICT-department in case you need more information
  • SMTP Protocol - the security protocol. Contact your ICT-department in case you need more information
  • DKIM Key - email authentication method. Contact your ICT-department in case you need more information.
Some situations occur where the mail servers do not respond; because of a rate limit or simply because the credentials changed overtime. When this happens:
  1. 1.
    You will receive an e-mail notifying you about the mistake.
  2. 2.
    The system will revert to the default mail server to make sure emailing can continue.

How to check the success rate

By clicking on the "i" button, you can find out how many users received the email and which users did not receive it (if the email was not successfully sent to the particular email-address of a user):