Content Portal Email Templates

Lineup Ninja has templates for various emails that you’ll need to communicate with portal users.

System Templates:
  • Invite: to use if you invite users to the Content Portal
  • Submitter or Speaker Login: an email to the user with a login link
Speaker Confirmation Templates:

If you choose to use the Speaker Confirmation tools for your event, there are various emails associated with the different Speaker Confirmation Stages. These email templates can also be accessed via the Content Portal’s Email Templates page:

  • Request Confirmation: an email telling the speaker their session time and location, containing a link to a confirmation page.
  • Speaker time confirmed:
    • An acknowledgement email to the speaker, with a calendar appointment attached.
    • A notification email to the event management team that a speaker has confirmed their session time.
  • Speaker Time Change Requested:
    • An email to the speaker acknowledging that they’ve requested a change to their session time.
    • A notification email to the event management team that a speaker has asked for a change to their session time.
  • Speaker Withdrawn:
    • An email to the speaker acknowledging that they’ve indicated that they wish to withdraw from the event.
    • A notification email to the event management team that a speaker has said that they wish to withdraw from the event.
Email template edit pop-up LineUp Ninja

What can I edit in the ‘Addressing’ section?

From Name: By default this will be the event name, but you can change it

Reply To Email Address: By default, this will be set to the team owner’s email address. To change this, click  on the right hand side.

To Name: A ‘mail merge’ field for how you’d like to address your recipients. First name, last name or both.

How do I add branding to an automated email?

Event Settings  >  Speaker Portal >  Email Templates

What can I edit in the ‘Branding’ section?

  • Header image
  • Footer image
  • Disclaimer

We recommend 1200 x 300px, but it depends on what visual effect you’re trying to achieve.

What are the default triggered email templates for Speaker Confirmation?

There are four default triggered email templates pre-built into the Speaker Confirmation for the Speaker Portal. You can edit or delete these depending on how you want to configure your email templates.

  1. Confirmation Requested
  2. Confirmed
  3. New Time Requested
  4. Withdrawn

What are the default triggered email templates for System Admin?

There are two default triggered email templates pre-built into System Admin for the Speaker Portal. You can edit or delete these depending on how you want to configure your email templates.

  1. Invite - This is an email inviting the speaker to access the speaker portal for the first time
  2. Submitter or Speaker Login - This is an email containing the login link for a speaker to access the portal

How do I create a new email template?

To create a new email, navigate to the section you would like to create an email within and click the blue add email button on the right hand side. This will bring up a pop up box that will enable you to create a new triggered or scheduled email.

What is the difference between a ‘Triggered’ and ‘Scheduled’ email?

Triggered - Sends an email automatically when a Speaker Profile moves into this stage. When you move the Speaker Profile manually, you will be prompted to confirm whether you would like to send the email (or not)

Scheduled - Sends an email for all Speaker Profiles in this stage at a specific time (e.g. to nudge all incomplete Speaker Profile)

How do I edit an email template?

To edit an email, click  on the right hand side of the email. This will bring up a pop up box that will enable you to edit the following details:

  1. Send To​​​​​​
  2. Subject
  3. Body

How do I delete an email template?

To delete an email, click  on the right hand side of the email.

How do I test send an email?

The easiest way to test your templates is to go through the process of creating a speaker profile and moving it through the stages of the portal. This way, you can get an understanding for how the process works, ahead of using it with your speakers.

How do I ensure email delivery?

To ensure your reaches the desired location, see Ensuring Email Delivery

Tip

We also recommend having a read of this page for more information about Email Templates, particularly in relation to Submission Flows.

Still can’t find what you’re looking for? Email support@lineupninja.com and one of the team will get back to you as soon as possible.​​​​​

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