Emails and messages

HAPR sends some emails for you and sends others when you press send. It also keeps notes, to-dos and conversations next to each attendee and each hotel, so your team sees the full history in one place. There is no separate inbox or email log. What was sent, and what failed, is recorded on the attendee's own record.

Know which emails go out#

Some emails go out by themselves when someone does something.

• An attendee asks for a sign-in code in the event app, or for a new access code on the registration page.
• A hotel contact asks for the access code of a shared rooming list, or of an RFP response.
• A hotel submits a proposal or asks for more time. Your buyer team is emailed.
• Someone writes in a private supplier thread. The other side is emailed.
• A workspace is shared with someone, or you invite someone to HAPR.
• Your billing admins are told when a plan limit or credits are close to running out.

Emails to your attendees, such as invitations, access codes and reminders, go out only when you send them. See Attendee manager to send them, and Email templates to change what they say. Your organisation sets its default wording in Settings and default templates. Supplier request emails are covered in Sourcing workspaces and RFP emails.

Check that attendee emails arrived#

1. 1
   Send your emails from the attendee manager.
2. 2
   Read the result window when the send ends. It shows how many were sent, and lists anyone who did not receive their email, with the reason.
3. 3
   For a send to more than one person, check your own inbox. HAPR emails you a report with the number sent and failed, and a Did not arrive list.
4. 4
   To check one person, press the chat icon on their row in the attendee manager and open Activity. Each email that was accepted appears as Email sent with the template name and subject.

An entry in Activity means the mail provider accepted the email. It does not prove the email reached the inbox.

When an email is refused, HAPR also adds an Email failed action to the attendee, assigned to the person who pressed send. Open Actions to see which template, which address and the reason. Fix the address or the problem, then press Resolve.

Open the communication panel#

1. 1
   In the attendee manager, press the chat icon on a person's row (Open attendee communication). The panel opens on the right with their name, role and status.
2. 2
   Press the arrow icon at the top to open their full record.
3. 3
   Choose a tab.

• Activity shows everything on the record in time order. It includes emails sent, comments, notes, actions, and changes made to the attendee with who made them.
• Actions lists to-dos, grouped as overdue, open, in progress, reopened and resolved. A count on the tab shows how many are unresolved.
• Comments/Notes lists comments and notes together. On a phone this tab is called Notes. A count shows how many notes there are.

app.thehapr.com/hub/…/attendee-manager

1. 1Activity.
2. 2Actions.
3. 3Comments and notes.
4. 4Search the panel.

Type in the search box to look through titles, messages, notes, tags and author names. Use the tag filter to show one tag only. The tags are Flight, Visa, Accommodation, Registration, Passport, Transport, Data Issue, Urgent and Follow-up.

The panel opens from the attendee manager, the rooming list and visa management. The record of who wrote what stays with the attendee in all three.

Write a comment or a note#

1. 1
   Open the communication panel.
2. 2
   Under the lists, choose Comment or Note.
3. 3
   Type your message. Type @ and a name to mention someone.
4. 4
   Pick any tags that fit.
5. 5
   Press Post for a comment or Add note for a note.

A note is for your team only. Pin a note with the pin icon to keep it at the top of Comments/Notes. You can edit or delete your own comments and notes with Edit and Delete. Edited ones show edited.

Create and manage an action#

1. 1
   Open the communication panel and choose Action item.
2. 2
   Fill in Action title. It is required.
3. 3
   Add a description, who it is assigned to, a priority and a Due date. Priority is low, medium, high or critical. Medium is the default.
4. 4
   Press Create action.

On the Actions tab you can change the assignee, priority and due date on each action. Press In progress when you start it, Resolve when it is done, and Reopen if it needs more work. An action past its due date is marked Overdue until you resolve it. You can edit the text of your own actions. Anyone with access can delete an action.

Talk privately with a hotel#

Hotel records in a sourcing workspace have the same panel with one extra tab, Threads. Threads are private conversations with a hotel. The tag filter is not shown there.

1. 1
   Open the hotel's panel and choose Threads.
2. 2
   Press New thread.
3. 3
   Write what the thread is about. Everyone on that hotel sees this title.
4. 4
   Choose the Colleagues and Hotel contact people to include. You are added automatically.
5. 5
   Press Create thread.
6. 6
   Write your message and press Send.

The hotel is emailed when you post, and replies from its own bid page. Press All threads to go back to the list. Press Add people inside a thread to add more people later.

Everyone else on that hotel sees only the thread's title and who is in it. If you need to take part in a private thread, ask someone in it to add you.

Good to know#

• Each account has a daily email limit for sends to attendees and invited suppliers. It is 1,000 recipients a day on the Free plan and 10,000 a day on paid plans. A send that would pass the limit sends nothing. See Quotas and credits.
• Test emails and one-off copies can only go to people in your own organisation. They are limited to 20 an hour for each person and 50 a day for the organisation.
• Attendees on hold because of a plan limit cannot be emailed, and their activity changes are hidden. Failed email actions on their records do not show the address.
• The Email page in an event's menu is not ready yet. To change templates use Email templates.

If something looks wrong#

• You have sent as many of these emails as your account can today. Please try again later. You reached the limit for one-off emails. Wait, or send fewer.
• This send would pass your account’s daily email limit, so nothing was sent. Try a smaller selection, or send the rest tomorrow. Nothing went out. Send in smaller groups.
• That address is not one of your organisation’s users. Test emails and copies can only go to your own team. Enter an address of someone in your organisation.
• Enter one email address. A test email goes to one address only. Remove any extra addresses.
• This could not be checked just now. Please try again in a moment. HAPR could not check your limit, so it did not send. Try again shortly.
• Could not send message. Nothing was posted. A thread message did not go through. Press Send again.
• Could not load activity. The panel could not open. Close it and try again.