Aesthetix CRM gives you a complete set of tools to promote and manage events. From building an RSVP form to setting up automated email and SMS reminders, this guide walks you through the entire process of running an event-marketing campaign: promoting the event, capturing RSVPs and registrations, and following up with attendees.
Effectively promote and manage all of your event communications in Aesthetix CRM. You'll create a form to capture RSVPs, customize invitation, confirmation, and reminder templates for both email and SMS, tie everything together with an automated workflow, and enroll your contacts.
Start by building the form that captures registrations and RSVPs.
Step 1: Navigate to Forms. From the Aesthetix CRM dashboard, click the Marketing tab. Select Forms, then choose the Event RSVP Form template.
Step 2: Customize the form. Update the form fields to gather the information you need (for example, name, phone, and email). If you'd like, style the form by adding a background image, updating colors, or changing fonts using the Styles and Options tab. Be sure to include a CAPTCHA to verify that submissions come from real people and not bots.
Step 3: Set the submission action. Decide what happens after someone submits: you can direct attendees to your website or display a custom confirmation message. Once the form is customized, click Save. This is the form you'll link in your event invitations.
Step 4: Integrate the form. Copy the embed code to place the form directly on your website or landing page, or simply copy the form link to share and use inside your invitations.
Next, prepare the emails that promote your event and confirm attendance.
Step 1: Access email templates. Go to the Marketing tab, select Email Marketing, and then click Email Templates. Find the Event Marketing folder and select the Event Invitation template.
Step 2: Edit the Event Invitation email template. Replace the placeholder logo with your own, either by uploading it or selecting it from the media library. Update the event name, date, and time. Add a visually appealing image—such as your clinic, your team, or a promotional graphic—by clicking the pencil icon on the image and uploading a new one. Then link the RSVP form or event landing page: make sure the RSVP button in the email points directly to your event landing page containing the Aesthetix CRM form, or to the Event RSVP form itself, by copying the form's link and pasting it into the button's URL field. Review all of the event details, update the invitation text, and hit Save.
Step 3: Edit the Event RSVP Confirmation template. Customize the confirmation email that attendees receive once they RSVP, updating the branding, event details, and any additional information you want to share.
Step 4: Edit the Event Reminder email templates. Prepare the reminder emails that will go out ahead of the event so it stays top of mind for your attendees.
Step 1: Create confirmation and reminder templates. To save time, you can duplicate the Event Invitation email template and reuse the same layout for your reminder emails. Customize the reminder copy with text that encourages attendees not to miss the event, and update the date, time, and location if needed. Set these emails to go out a day or two before the event to keep it fresh in your attendees' minds.
Step 1: Access SMS templates. Under the Marketing tab, select SMS Templates and open the Event Marketing templates. You'll find pre-built templates for invitations, confirmations, and day-of-event reminders.
Step 2: Edit the SMS templates. Customize the text with your event details, including the date, time, and location. Keep the RSVP instruction intact: "Reply 'Y' to RSVP." This lets attendees confirm their attendance directly by text.
Step 3: Send confirmations and reminders. Once someone RSVPs, they'll receive a confirmation SMS with additional details such as the event location. You can also schedule a reminder SMS to send the day before or the day of the event.
A workflow ties your forms, emails, and SMS messages together so the entire campaign runs automatically. For a deeper look at building automations, see the Workflows guides.
Step 1: Access Workflows. In the Marketing tab, select Workflows, then open the Event Marketing folder. Duplicate the Event Invitation Workflow.
Step 2: Set the event details. Update the event date and time to match your specific event. For example, if your event is on October 14th from 2 PM to 6 PM, make sure the workflow reflects that.
Step 3: Configure the workflow steps. The workflow sends email and SMS invitations, waits for RSVPs, and then sends confirmations and reminders. Adjust the wait time between sending the invitations and following up with non-responders as needed.
Step 4: Follow up with non-RSVPs. If contacts don't RSVP after the first invitation, set the workflow to resend the invitation after a few days.
Step 5: Save and publish. Once all templates and workflow steps are updated, click Publish to make the workflow live.
Step 1: Select your contacts. Go to the Contacts tab and select the contacts you want to invite to the event.
Step 2: Enroll them in the workflow. Click Add to Automation, select the Event Invitation Workflow, and set the campaign to start at a specific date and time. If you have a large list, consider enrolling contacts in batches to avoid overwhelming the system.
Before launch, send test emails and SMS messages to yourself to make sure everything looks perfect. Use the Test Email feature to verify the appearance and functionality of your emails and forms.
Can I reuse my event invitation design for reminder emails?
Yes. Duplicate the Event Invitation email template to reuse the same layout for your confirmation and reminder emails, then update the copy, date, time, and location as needed.
How do attendees RSVP by text message?
Keep the "Reply 'Y' to RSVP" instruction in your SMS templates. When an attendee replies, they receive a confirmation SMS with additional details such as the event location.
What if a contact doesn't RSVP to the first invitation?
Configure your Event Marketing workflow to resend the invitation to non-responders after a few days, so no one slips through the cracks.
Should I enroll my entire contact list at once?
If you have a large list, enroll contacts in batches rather than all at once to avoid overwhelming the system.
With Aesthetix CRM's event-marketing features, you can seamlessly manage RSVPs, invitations, and reminders for your event. Follow these steps to set up your campaign and give your attendees a smooth experience from start to finish. If you need further assistance, don't hesitate to reach out to the support team.
