Need to share event details with your team or external recipients quickly? The Email Event as PDF feature allows you to send a tailored PDF directly to selected recipients, complete with their individual permissions.Here’s how to do it:
Step 1: Access the Email PDF Option
- Navigate to the event you want to email as a PDF.
- Click the three dots (•••) next to the event title.
- Select "Email Event as PDF" from the dropdown menu.
Step 2: Customize Your Email Settings
When the pop-up opens, you’ll see several options to set up your email:
- Email Subject Line: Create a clear and concise subject line for your email.
- Select Recipients (Members): Choose which active members of your team should receive the event PDF.
- Note: PDFs are generated based on each member’s individual permissions, so everyone only sees what they’re allowed to.
- Add External Recipients: Add email addresses of external contacts to send them the event PDF.
- Important: Make sure to exclude the fields they should not be allowed to see. PDFs for external recipients are generated using your permissions.
- Introductory Message: Write a quick message for the email body. This text will also appear as the first block in the PDF. Keep it brief—something the team will actually read!
- Select Event Details to Include: Choose which details to include in the PDF by ticking the checkboxes next to each item. You can rearrange their order by dragging and dropping the items using the three lines in front of each one.
Step 3: Send the Email
- Once all settings are complete, click "Send Email" at the bottom of the pop-up.
- What happens next?
- PDFs are generated based on each recipient's permissions.
- Emails are sent with the PDF attached to the selected recipients.
Why Use This Feature?
- You can send an additional reminder in case your band or crew forgot to carefully check the info in the Tourmanagement.com (mobile) app.
- Ensure that external people, such as partners or service providers, are well-informed with clear and accurate event details.