BSCpro can email your team's BPM guests for you: an invitation when they're invited, a reminder before the meeting, and a follow-up afterwards. This article explains where those emails are set up, which version a guest receives when several SMDs share a BPM, and the one step every SMD has to take for their own team.
| Important: Each SMD must turn on the emails for their own team. If the meeting creator has activated emails, that covers the creator's team only. Guests invited by your team get no automatic emails until you activate them yourself, even though the meeting shows a template. |
|---|
The three emails
Each BPM has three emails. You set each one up separately.
- Invitation. Turned on with Activate confirmation emails. It can go out as soon as a guest is invited (Send invitation when a guest is invited), or a set number of hours before the meeting.
- Reminder. Turned on with Activate reminder emails. It usually goes out a set number of hours before the meeting.
- Post BPM attendee email. Turned on with Activate Post BPM Attendee's emails. It goes out a set number of hours after the meeting, and only to guests who were checked in as arrived.
Each email has its own subject and message. Click Preview to see it filled in, or send yourself a test. The Reply to E-Mail field sets where guests' replies go.
These placeholders are filled in for each guest when the email is sent:
| Placeholder | Replaced with |
|---|---|
| [Guest Name] | The guest's name |
| [Inviter Name] | The team member who invited them |
| [Date] | The meeting's date, time and time zone |
| [Address], [City], [State], [Zip] | The office address, for in-person BPMs |
| [Webinar URL] | The meeting's webinar link, for online BPMs |
If you want guests to get the Zoom or webinar link by email, put [Webinar URL] in the message. Also check that the BPM's webinar link field holds the full link (starting with https://), not just the word "Zoom".
Where to set them up
You can set up emails for one meeting or for a whole recurring series. Only SMDs who are on the BPM can open these pages.
- One meeting: on the BPM Schedule page, find the meeting and click the button in the Email Confirmations column. The button reads Active when your invitation email is turned on, and Inactive when it isn't. Changes here apply to that one meeting only.
- A whole series: on the BPM Generator page, click the envelope button next to the series. This sets your default for every meeting in the series. After saving, you can choose which meetings that have already been created should get the change (Apply to upcoming BPMs).
If you're the meeting creator, your series default is what every SMD on the BPM starts from. If you're another SMD on the BPM, your series default applies to your team's guests only.
Which template a guest gets
When several SMDs share a BPM, each can have their own version of the emails. For each guest, BSCpro uses the first template it finds, in this order:
- The template of the person who invited the guest, if they have one on that meeting.
- The template of the inviter's SMD.
- The template of the meeting creator.
A template set on one meeting always wins over a series default. BSCpro only falls back to the series defaults, in the same order, when nobody in that list has a template on the meeting itself.
Why you still have to activate the emails
Automatic sending only happens when the template belongs to the inviter or the inviter's SMD, and it's switched on there. If a guest ends up with the meeting creator's template because you haven't set up your own, the guest gets the creator's wording in any email you send by hand, but no emails are sent automatically.
In practice:
- Your team's guests get automatic emails only if you have activated them. It doesn't matter whether the creator or any other SMD on the BPM has activated theirs.
- The fastest way to set this up for a series is the envelope button on the BPM Generator page. It opens with the creator's template filled in, so you can review it, turn on the emails you want, and save. It then belongs to you.
- When BSCpro asks which upcoming BPMs to apply it to, select all of them. Meetings created from now on use your series default automatically. For meetings that already exist, a template the creator set on that one meeting comes before your series default, and then your team's guests get no automatic emails. Applying your version to those meetings prevents that.
- Check the Email Confirmations column on the BPM Schedule page. If it reads Inactive for a meeting, your team's guests won't get the invitation email for that meeting.
| Tip: Activate your emails before your team starts inviting. BSCpro works out when each email goes out at the moment a guest is invited. Guests invited while your emails were off don't get them just because you turn them on later. There is one exception: if you save a single meeting's emails from the BPM Schedule page with an email set to go out when a guest is invited, BSCpro asks whether to also send it to everyone already invited. Click Yes to catch up those guests. |
|---|