Sending automated emails in Gecko is done through the use of Email templates. In this article, we'll go through the process of setting up a template, customising it and creating an automated workflow on our forms or events to send the message out.

Setting up our email template

Before sending any message, we need to set up our email template and, optionally, customise it. To do this, navigate to Settings - > Email & SMS Templates - > New template

In the add template menu, you will have the option to pick Email or SMS, give your template an internal name (shown only inside Gecko), a subject line, consent requirements for this template and the type of template you would like to use: Basic Editor, Drag & Drop or an HTML import.

Basic Editor

The basic editor provides a WYSIWYG (What you see is what you get) interface, similar to your email inbox, to build out your email template. Just like any other marketing platform, you will see a mailmerge builder at the bottom, this allows you to dynamically populate the template, based on who it is sent to. For example, you can start off by saying "Hello {{contact.full_name.first_name}}" to make your email a bit more personal. The mailmerge builder below allows you to pull through any piece of information we hold about the person.

This article tells you a bit more about our mailmerge tags.

Drag & Drop Editor

This is our more advanced HTML email editor, which is only available with certain packages. If you can't see this in your menu, then please reach out to your account manager or our support team to find out more. You can learn more about the editor in this article. This editor still supports our mailmerge tags as explained above.

Import HTML

Similarly to above, if you have an already built HTML email from another system, you're free to import it into Gecko directly using our Import HTML functionality. We will simply send the code as provided by you. You are still free to use our mailmerge tags and they will display as normal.

Note: a common practice for HTML builders is to include a 'wrapper' on their templates, which means that the code you might be able to download from them isn't the final version you would be sending from their system. This might sometimes cause formatting issues when sent by an external system, like Gecko. We would always recommend testing the template out first and correcting any HTML issues in advance.

Setting up our automated email workflow

Depending on your usecase you might want to set up a workflow either our on Forms, Events, Call Campaigns, Broadcasts or Scripts. Sending out a message through any of the above would dictate the type of information you're looking to dynamically populate or use for conditional logic. For example, if you want to send an email based on an option selected in your form, then you would want to build your workflow on the form. Whereas, any event-related emails should be built on the event itself, this will also allow us to display any event-related information, like their ticket (RSVP page) and agenda.

Forms

To build a workflow on your form, simply navigate to your form in Forms - > Your form and select Workflows:

- Select add a workflow

- (Optionally) add a condition to your workflow

- Select add action

- Pick email, choose the recipient

The recipient can be: One of the email addresses collected on the form (you can collect multiple), a user in the system or an external address entered in the optional box.

- Select your new template

- Pick a sender

- (Optionally) disable consent options - if this is an internal email, then you, likely, don't need your colleague's consent to send it as they are expecting the message.

Events

To build an email workflow on your event, simply navigate to your event in Events - > Your event and select Workflows:

- Select add a workflow

- (Optionally) add a condition to your workflow

- Select add action

- Pick email, choose the recipient

The recipient can be: One of the email addresses held for a contact, a user in the system or an external address entered in the optional box.

- Select your new template

- Pick a sender

- (Optionally) disable consent options - if this is an internal email, then you, likely, don't need your colleague's consent to send it as they are expecting the message.

Call Campaigns

To build an email workflow on your Call Campaign, simply navigate to your campaign in Call Campaigns - > Your campaign and select Workflows:

- Select add a workflow

- (Optionally) add a condition to your workflow

- Select add action

- Pick email, choose the recipient

The recipient can be: One of the email addresses held for a contact, a user in the system or an external address entered in the optional box.

- Select your new template

- Pick a sender

- (Optionally) disable consent options - if this is an internal email, then you, likely, don't need your colleague's consent to send it as they are expecting the message.

Broadcasts

To build an email workflow on your Broadcast, simply navigate to your broadcast in Call Broadcast - > Your broadcast and select Workflows:

- Select add a workflow

- (Optionally) add a condition to your workflow

- Select add action

- Pick email, choose the recipient

The recipient can be: One of the email addresses held for a contact, a user in the system or an external address entered in the optional box.

- Select your new template

- Pick a sender

- (Optionally) disable consent options - if this is an internal email, then you, likely, don't need your colleague's consent to send it as they are expecting the message.

Now that you have the workflows set up, anytime the conditions are met (if there aren't any, then the workflow will always run), your new template will be sent out.

If you have any questions about the above, please do not hesitate to reach us through our livechat support channel by clicking on your name in the top right-hand corner and selecting 'Contact Support'.

Note: some template tags will only work depending on where in Gecko you send your email/SMS from. For more information, click here.

Any questions? Feel free to start a live chat with a member of our support team or explore the rest of our academy at your leisure.

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