Administrator's Guide to Setting Up Your MATE Account
General Account Settings
Creating and changing users
Roles and permissions
App branding & App settings
Event overview page
Quickstart - Create your MATE Complete event quickly
Event status – Draft, Active and Archived Events
The event overview
The field of action
The preview for creating e-mails or web pages
Using the correct image sizes
The search function
Email and Domain Setup
Create a new email address as sender in the account settings
Creation of a new webpage domain
Managing email addresses
Creating multiple sender email addresses and website domains
Service hours, Data Protection and IT Security
Create Events and Guests
Create a new event
Create and edit attributes
Default attribute values
Create guests manually
The Guest import with Excel
Create guest categories (segmentation)
Insert links for virtual meetings into e-mails (module: virtual event)
The email types
The Email template LA LUNA
The email templates
Creating an invitation email using the template Modern
The Guest salutation
The Wallet-/ Passbook ticket
The salutation assistent
Use your own form of address
The Email Log
Basics for the successful delivery of e-mails
Send a test e-mail
The attributes of the guest list
Registration Page and Event Reception
Templates for your webpage
The registration form
Show and hide form fields
Enter accompanying persons
Colors and Design
Contents and modules
The Event Reception - the feature for virtual and hybrid events
Linking/Disconnection MATE with Zoom
Invitation and Event Management
The invitation- and ticket code
Sending emails (email dispatch wizard)
The Dashboard for your event
Postponing/ Cancelling of events
The confirmation status of your guests
Evaluate and export the KPI´s of your event
Edit guest information and change the status manually
Create and change accompanying persons with the guest
Individual limitation of accompanying persons
The timely filtering of acceptances and declines
Tracking of email opening rates
Check-in via batch function (multiple selection)
The guest source: an indicator of success for your communication
On site / The Check-In App
The MATE App
The check-In of companions
The print settings
Setting up a printer setup
Possible solutions for troubleshooting during the on-site check-in
Tips & Tricks
The use of placeholders outside the HTML-Editor
CSS & Java Scripts for website customisation
The reduction of the spam probability of my emails
Pictures from my email are not displayed (correctly)
Customize headlines and text with HTML
Duplicate event and use as template
Duplicating e-mails and save time
Insert stock photos into emails
Create E-mail invitation for a series of events
Best Practice: Attendance documentation with MATE
MATE 2.0 Roadmap
How can I filter acceptances and declines by time?
How can I postpone an event?
How can I cancel an event?
How can I change the user language?
How can I sign up for the MATE Newsletter?
How can I give feedback on MATE?
Which products (licenses) can I purchase?
Email configuration and sending
How do I create a new email address as sender in my account?
How can I create multiple sender email addresses and website domains within one account?
Why do my emails not reach the customer?
How can I reduce the spam probability of my emails?
Why are pictures from my email not (correctly) displayed?
Why can I not save my changes to the website?
How can form fields be shown and hidden (checkbox, dropdown, radio button)?
How can I edit the display of the date in the countdown (website)?
How can I edit the color settings of the countdown?
How do I set up a new website domain?
MATE Setup and Check-In
How do I put a setup into operation?
Which printers can I use at check-in?
How can I undo a Check-In?
Data protection and security
Why do I have to include my imprint and privacy statement on MATE's emails and websites?
How is DSGVO conformity ensured with MATE?
How can I send information automatically to the guests by e-mail?
Table of Contents
Updated by Ingo
You can send your created e-mail templates directly from the system to your guests. Please note that it is only possible to send already existing e-mail templates.
Sending emails using the 'E-Mail sending wizard'
First go to the event and select the appropriate guest who is to receive an e-mail by placing a check mark. The selected guests are highlighted in green by MATE.
Now select Open E-Mail Dispatch Assistant in the action field.
A window will open in which MATE will automatically show you how many guests you have selected to send e-mails. Now you can choose which e-mail should be sent to your guests. In addition, you will find the e-mail type in brackets after the name of the email.
Before the selected email is sent, the system performs an automatic error check in several steps and shows you any irregularities found.
First, the system checks the stored e-mail addresses of the guests selected for sending. The system automatically recognizes incorrect or non-existent e-mail addresses and highlights them in red.
You can now enter the correct shipping address. As soon as you have entered an error-free address, the system indicates this with a green dot.
As soon as you have edited e-mails and later activate sending, the system automatically saves the new entries for the corresponding guests.
The system also checks for and displays other irregularities, such as errors in connection with the confirmation status of the guest. For example, that you want to send an invitation e-mail to a guest who has already confirmed attendance at the event.
You will be notified and you can make any corrections directly in the wizard and decide on a case-by-case basis whether to send or not.
Finally, you will see an overview of the planned recipients and can preview each one. Furthermore, in this last step you can filter the list of your guests by first name or surname or delete guests from the mailing list.
If you are satisfied with the distribution list, you can send the emails
Overview of error checking when sending emails
As already mentioned, the system performs an automatic error check when you send e-mails and shows you instructions before sending your e-mails. The following things are checked by MATE:
- If you want to send your guest an invitation to an event, if your guest has already accepted or declined the invitation, or if you have already received an invitation email but have not yet responded.
- If you want to send an invitation with a link to a registration page, but that page has not yet been created. Further configuration steps are also checked and you will be informed if there are any gaps. An example is the automatic confirmation for your guests. So you will get a warning if no e-mail has been set as automatic confirmation yet.
- Whether correct e-mail addresses are stored in the guest information or whether the confirmation on the registration page has already been closed. If you intend to send a confirmation reminder, but forgot to send a confirmation to your guests in advance, the system would also notify you of this.