This guide is designed to help you create and edit email sequences that are automatically dispatched to your learners after their sessions. This automated email feature enables you to send personalized, impactful follow-ups that reinforce the session’s key points and encourage ongoing engagement.
How to access
All you need to do is click on the Email tab within the experience. If you previously had a PDF saved in settings for existing experiences, don't worry—this will all be migrated over.
Default template
Upon accessing the feature for the first time, you’ll find a default email template. This can be used as a base to edit from or you can delete and write your own email. You can also add additional emails to be send below the initial template.
This template includes:
The experience title
The participant name
All of the learners notes and post-its from the session
All of the group notes from the session
Key features
Dynamic data
To personalize the emails, you can add dynamic data into the template. Click the Dynamic data button in the editor toolbar to open a 2-column grid menu with icons for each supported activity type. Select an activity to insert a response block into the email.
Supported activity types
You can also add Group Notes from the dynamic data menu.
Participant and group responses
Each response block includes an inline Participant / Group dropdown. Choose Participant to show each learner their own individual responses, or Group to show all responses from the group. Group responses are anonymous where applicable (e.g., Post-its).
Choosing which activity to pull data from
By default, the dynamic data will show all data from that activity type. To select a specific activity, click on the dropdown menu after you add the activity, and select the specific activity.
Preview email
Each email card has a Preview email button (eye icon). Clicking it opens a preview modal that shows the email with placeholder data so you can see how it will look for participants. Individual response blocks also have an info button that lets you preview that specific block's output.
Rich-text editor
Transform your emails into visually appealing messages with our intuitive rich-text editor. Tailor your communication style with ease:
Emphasize headers: Highlight key sections using the Tt (H1) option for prominent headings.
Accentuate text: Draw attention to important details with Bold, Italics, or Underline features.
Organize with lists: Break down session takeaways or steps using unordered (bullets) or ordered (numbers) lists for clarity.
Extend the conversation: Embed external links to further resources or platforms for continued learning. For example, consider inviting learners to a dedicated Teams channel, fostering a community where ideas and insights can flourish post-session.
Delay
Elevate the impact of your follow-up emails by strategically timing their delivery. Beyond immediate dispatch, our system allows you to introduce deliberate delays, turning your emails into timely reminders or captivating reinforcements that continue the learning journey.
Available delay settings for initial email:
Immediately after experience: Send follow-ups right after the session ends (default setting).
Custom delay: Choose between 1 hour and 12 months. For example, you might delay the email: 1 day later: Gives learners time to digest the session's content, followed by a timely nudge. 1 week later: Great for reinforcing key points and ensuring the material has been applied or reflected upon. 4 weeks later: Helps in revisiting the learning objectives, ensuring long-term retention and application.
Available delay settings for follow-up emails in the sequence:
Custom delay: Choose between 1 hour and 12 months.
Email attachment
Creators also have the option of uploading a PDF to the email. They can do this in the settings of the experience. An optimised PDF is recommended, as there is a 5MB file limit. If you need help with optimising your PDF or keeping the file size down, let us know. Once uploaded, the file will be included in the post-experience email automatically.
Add multiple emails in sequence
Create a sequence of emails to be sent following an experience, enabling a continued learning dialogue with participants. This feature allows you to design a sequenced learning reinforcement plan that engages learners over time. Just click on Add another email to sequence to add another email. There is no limit to how many you may add.
Email editing takeover
Only one person can edit the email sequence at a time. If someone else is currently editing, you'll see a Take over editing button. Clicking it gives you control of the editor, and the other user will receive a toast notification that editing has been taken over.
FAQ
What happens if a learner doesn't respond and dynamic data is included?
If a learner skips the activities that are included in the post-experience email, by default, they will not receive the email. However, you can change this by deselecting "Do not send an email if there are no responses".
What if I make changes to the email after sessions have already completed?
Any changes made after sessions have been completed will only apply to future sessions.
Can I configure no email to be sent?
Yes. Just choose "disable sequence" or remove each email. Note, if you disable the sequence after sessions have already completed, those learners will still get the sequence.
Can I configure multiple emails to be sent at one time?
Not at this time. The shortest gap you can have between emails is 1 hour.
Which activity types can I include as dynamic data?
The email editor supports Note, Post-its, Task, Rate, Quiz, Poll, Word Cloud, and Select. You can also include Group Notes.