New emailing module for event marketing A practical guide to organizing email invitations, event marketing campaigns, and post event emails from one central place.

Build smarter event communication, not just emails

Great events are built on clear and timely communication. When messages are scattered across tools, it becomes harder to stay consistent, react quickly, and understand what actually works.

With idloom’s emailing module, all event communication lives in one place. Invitations, campaign emails, and follow ups are created, sent, and tracked directly from your account. This makes it easier to stay organized, collaborate with your team, and keep every message aligned with your brand.

By bringing email creation, delivery, and performance insights together, organizers spend less time managing tools and more time engaging their audience. You can see how recipients interact with your emails, adapt your messaging accordingly, and build communication flows that feel relevant from the first invite to the final follow up.

Understanding the emailing module structure

The emailing module is organized into four main sections designed to help you move from strategy to execution and analysis.

 

1. Dashboard and reporting
   The dashboard shows global statistics at account level, including average open rates, click rates, bounces, and campaign trends. This gives a quick overview of how your communications perform over time.
2. Campaigns list
   All campaigns are displayed as cards with previews, status, campaign type, and language. Users can switch between card view and list view depending on their preference.
3. Email Templates
   Templates can be created by your team or selected from idloom’s default templates. These templates can be duplicated and reused as a base for future campaigns, helping maintain brand consistency.
4. Media library
   The media library allows you to organize images into folders and subfolders. Images stored here can be reused across campaigns and templates

Creating an email campaign: choosing the right campaign type

When you create an email campaign in idloom, the first real decision is not about design or content. It is about who should receive the email and when. This choice determines whether your campaign is a one off message or an ongoing communication linked to an event.

Campaigns based on imported contacts

This campaign type is designed for situations where your recipients are not directly linked to an event in idloom. You upload a file containing email addresses and use it as the audience, which makes this approach ideal for invitations, announcements, or post event communication sent to external contact lists.

 

1. The first row of your file must contain column headers that act as merge tags, such as first name, last name, email, company name, or any other relevant field. These merge tags can be used in the email editor to personalize your message.
2. The second row and all following rows must contain the actual contact data that corresponds to those merge tags, defining who will receive the campaign and how the content is personalized.

 

Because the audience is imported from a file, the campaign is static. Only the contacts included at the time of sending will receive the email, and the audience does not change afterward.

Event based campaigns

Event based campaigns are directly connected to an event and its attendees, allowing you to send targeted emails without uploading contact lists. You select an event and a segment, which is a dynamic group of attendees defined by registration data, preferences, demographics, or custom fields.

Segments give you powerful control over your messaging, enabling highly personalized communication such as VIP only emails, language specific campaigns, role based messages, or precise follow ups, all while ensuring each message reaches exactly the right audience.

This campaign type is more dynamic and offers two different behaviors.

1. A one time campaign sends a single email to everyone who belongs to the selected segment at that moment. It is ideal for reminders, announcements, or last minute updates where timing matters and the message should only be sent once.
2. An automatic campaign behaves differently. It sends the email the first time you activate it, and then keeps running in the background. Every new attendee who later joins the selected segment automatically receives the same email. This is especially useful for confirmations, onboarding messages, or information that every new registrant should receive without manual follow up.

 

In short, one time campaigns speak to a fixed audience at a specific moment, while automatic campaigns grow with your event and keep communication consistent as new attendees register.

Designing emails with the drag and drop editor

The built in email editor allows users to create branded emails without technical knowledge.

• Drag and drop blocks such as text, headings, buttons, and images
• Use predefined templates or start from scratch
• Insert images directly from the media library
• Adjust content and layout visually
• Add merge tags like %first_name and %company_name for personalization. 

 

Images can be uploaded directly to a campaign or selected from shared folders in the media library. Once the content is ready, the email can be sent or scheduled immediately.

Tracking and managing campaign performance

Each campaign includes its own performance dashboard, providing insights into delivery status, open rates, clicks, bounces, and overall engagement. Statistics and performance data are refreshed daily to give a clear and up to date view of how your campaign is performing. From the campaign list, users can easily monitor status, duplicate campaigns, or archive completed ones for future reference.

 

Enjoy,

The idloom support team.