How to Compose Emails with SeatRobot

Composing emails is a crucial aspect of managing events through SeatRobot. There are dozens of different emails within the platform. The most frequently utilized email functions are:

• Confirmation Emails
• Invites
• Announcement Emails

This article will cover best practices for composing emails with SeatRobot.

Every email within SeatRobot is customizable if you have admin permissions. Please refer to Email Templates for more information on that process. 

Most emails are also customizable at the event level. When you first open an email in SeatRobot, the first thing you can edit is the SUBJECT line.

We highly recommend customizing your subject line. It's the first thing recipients see and often determines whether they open the email. A clear, engaging subject line tailored to your specific event can capture attention and set the right tone. It also helps your email stand out in crowded inboxes, improves open rates, and ensures your audience immediately understands why the message is relevant to them. In short, a customized subject line increases the chances your event communication will be noticed and acted on.

This section of the toolbar in an email composition window has icons that let you format your emails to your specifications.

These icons are for bolding, italicizing or underlining text.

This erase icon allows you to undo any formatting that has carried over if you copy and paste text into the email. We recommend NOT copying and pasting text where possible. Formatting emails in SeatRobot is easier if you type your content into the provided area directly.

These icons allow you to create bullet point lists, numbered lists or align and indent your text.

These icons allow you to customize the font, font size and font style.

These icons allow you to add a hyperlink, an embedded image, or a horizontal dividing line.

These icons allow you to undo or redo your most recent edit.

These icons allow you to make the composition window full screen, view the composition window as code or open the keyboard shortcuts.

The icons on the right side of the panel represent merge fields. All of the text you see in green within the email composition window. Merge fields are a powerful, time-saving tool within SeatRobot that allow you to personalize every email you send. 

Merge fields are placeholders embedded within email templates that automatically pull and insert specific data from your software database during email generation. These fields allow for dynamic personalization at scale, enabling each recipient to receive a message tailored specifically to them without manual editing. This process ensures consistent formatting and minimizes human error.

When an email is launched, SeatRobot scans your organization's database and replaces each merge field with the corresponding data for each recipient. For example:

• [guestfirstname] becomes "Alex"
• [eventmanagertitle] becomes "Head of Comms"
• [eventdate] becomes "April 15, 2025"

Merge fields can reference any data stored in the database, including:

• Contact information (i.e. name, email, phone)
• Event information (venue address, online event details)
• SeatRobot tools (guest registration page button, add to calendar icons)

The merge fields available to you are dependent upon what type of email comms you're creating, but the table below shows what you can generally expect to be available to you:

This icon displays GUEST FIELDS	This icon displays EVENT FIELDS	This icon displays USEFUL ACTION BUTTONS

Merge fields can also be deleted. Simply place your cursor after the merge field you want to remove, and press backspace or delete. If you ever accidentally delete a merge field, you can re-add it by finding it again in the drop down menu.

There are infinite ways you can customize your emails. However, if the email you're editing has a YOUR REGISTRATION BUTTON merge field, we strongly advise that you keep it in the email content.

By clicking this, your guests are able to reach their personal registration page. If you delete this out of their emails, you're deleting their ability to navigate to that page.

If you do delete this button by mistake, you can re-add it by placing your cursor where you want it to be, toggling over the buttons and links icon, then clicking GUEST CONFIRMATION PAGE BUTTON.

Once you've finished customizing and formatting your emails, we strongly recommend clicking SEND TEST EMAIL. This will send your email to the event manager and anyone else who is listed within this event's test email recipients.

This process allows you to ensure the email looks exactly how you intend your recipients to receive it.

Once you've read your test email, and no longer have made any necessary edits, press SAVE, otherwise your changes will be lost.

Thank you! If you have questions about this process, or any other features in SeatRobot, please reach out to support.