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Email Attendees

Role: Managers, Administrators

The Email Attendees feature allows you to send custom email messages to all ticket holders for a specific performance. Use this for time-sensitive communications such as venue changes, weather alerts, or special announcements.

Navigation: Admin > Theaters > [Select Theater] > [Select Production] > Performances > Email Attendees

Overview

You can send custom email messages to all ticket holders for a specific performance directly from the production management screen. This tool allows you to communicate important updates, venue changes, or special information to your audience efficiently.

How to Use

  1. Navigate to a Production: Go to Admin > Theaters > [Select Theater] > [Select Production].
  2. Find the Performance: Locate the specific performance in the performances list.
  3. Click "Email Attendees": You will see a button next to each performance.
  4. Compose Your Message:
  5. Subject: Pre-filled with "Important update regarding [Production] on [Date]" (editable).
  6. From Address: Choose between the box office email or your personal email.
  7. Message Body: Write your custom message. Markdown formatting is supported.
  8. Review Recipient Count: The system automatically shows how many people will receive the email.
  9. Send: Click "Send Email to X Recipients" and confirm.

Warning

Emails are sent immediately upon confirmation and cannot be recalled. Always double-check the recipient count and message content before clicking Send.

Who Receives the Email?

The system automatically identifies and sends to all ticket holders who meet these criteria:

Criteria Detail
Order status Hold, Processing, Processed, or Fulfilled
Email address Must have a valid email on file
Record type Non-placeholder addresses only (excludes test orders)

Patrons with placeholder address records and those without email addresses are excluded.

Email Content

Recipients receive a clean, focused email containing:

Section Content
Header Theater Wit branding
Greeting Personal greeting ("Hi [First Name],")
Body Your custom message, rendered from Markdown
Sidebar "Also Playing" listings and contact information

Order confirmation details are not included. This keeps the message focused on your announcement rather than confusing it with a transactional email.

Markdown Formatting

You can use Markdown to format your messages:

Syntax Result
**Bold text** Bold text for emphasis
*Italic text* Italic text for subtle emphasis
## Heading Section headings
- Item Bullet point lists
[Link text](https://example.com) Clickable hyperlinks

Common Use Cases

Scenario Example Message
Venue change "Tonight's performance has been moved to the upstairs theater"
Weather alert "Due to snow, we recommend arriving 15 minutes early"
Special guest "Join us for a post-show Q&A with the director"
Parking update "Street parking will be limited due to a neighborhood event"
Content advisory "Please note this performance includes strobe lighting"
Schedule change "Tonight's performance will begin 15 minutes late"

Best Practices

Tip

  • Send timely, relevant information specific to the performance.
  • Keep messages concise and actionable.
  • Use the pre-filled subject line or edit it to be clear and specific.
  • Test with a smaller performance first if you are uncertain about the formatting.
  • Use Markdown formatting for readability.

Avoid the following:

  • Sending promotional content (use other marketing channels for that).
  • Sending duplicate messages (emails are dispatched immediately with no deduplication).
  • Including information that applies to all performances (use general announcements instead).

Technical Details

Detail Description
Delivery Emails are queued and sent within minutes
Tracking Each broadcast is logged with timestamp and recipient count
Retry logic Failed emails automatically retry up to 8 times
From address Must be a verified sender (box office email or your email)