Customizing Your Emails

You now have the power to edit almost all of your system generated emails whenever you'd like and as many times as you want with Email Editor. Right now, you can edit all emails except the reminder email for virtual events. Look for that capability soon! Need to edit that one now? Send us an email.

Getting started is really easy! We'll walk you through everything below. Use the links here to navigate to a particular section of the article.

Table of Contents

Getting Started

The Email Editor Wizard Diagram

How to Use the Email Editor Wizard

Glossary of Tags

 

Getting Started

Open your event in the Swell dashboard and click the Email Editor button from the left-hand menu.

The emails available to edit will appear in sections with descriptions to help you choose the right one.

Only the emails you need will appear in this list. For example, if your event isn't using tickets, you won't see any of the ticketing or table emails in your Email Editor because you won't be using those products.

At this time, the only email unable to edit in the email editor is the one-hour reminder sent out for virtual events. If that is the email you are trying to edit, please email us.

Use your browser's scroll bar to find the email you would like to work on and click the blue  button .

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The Email Editor Wizard Diagram

The Email Editor Wizard is split into two sections. The panel on the left will let you preview your changes as you make them while the panel on the right will let you type in your edits. Note: The preview screen on the left will show changes as you make them, but your edits are not final until you click the blue Save button in the upper right-hand corner of the Email Editor.

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How to Use the Email Editor Wizard

1. To make changes, click into the section you would like to edit in the preview pane on the left.
2. Type your changes to the subject line and email body in the editor pane on the right.
3. You can use merge tags to pull in information like your URL, event time, your fundraiser's first and last name, etc by using the grey tag buttons at the bottom of the edit panel. Note: we'll be putting a glossary of tags in this article soon. In the meantime, if you need help with tags, send in a support ticket and we'll be happy to help you navigate them.
   1. If a tag is missing from the buttons at the bottom, it isn't available for the particular email you're editing.
   2. To use tags, simply click where you want the tag to appear in the editing panel (on the right). Without clicking again, scroll to the bottom of the editing panel to find your tag and click it to make it appear in your email.
4. To remove a section from your email, click the eye button in the left-hand panel. When the section is hidden, the button will change to . Press it and Save if you've changed your mind about hiding the section.
5. For ticket emails, you also have the option to remove the pdf ticket. Simply remove the check mark below the subject line in the right-hand panel to remove it.
6. Once your email looks just right, scroll back up to the top and click the Save button in the right-hand corner.

After you've saved your changes, you can send yourself a test copy if you would like. Just fill in your email address in the bar in the top left corner and click the blue button.

To edit more emails, click the "Back to Selection" text in the black bar on the left.

Repeat the process for any of the other emails you want to change. You can go back into an email to make additional changes at any time.

Note: For ALL Emails DON'T FORGET TO EDIT THE SUBJECT LINE.  (Go ahead - do that now, first, while you're thinking about it!) 

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Glossary of Tags

Tag Name	What It Does
Direct Donation URL	Goes to the event's donation page (the same place as the "Give Now" button)
Email	The billing email address provided by the user during checkout. This can be different than the fundraiser's email address. In the Comp Code email, this is the email address to which the comp code is being sent.
Event Beneficiary Name	The Nonprofit Name provided in the details tab during setup
Event Beneficiary URL	The link associated with the logo image in the branding tab
Event Date	The date provided in the details tab during setup
Event Hashtag	The event's hashtag set in the social settings tab during setup
Event Name	The event name provided in the details tab during setup
Event Time	The event time provided in the details tab during setup
Event URL	The link to your event's Swell site (example: https://myswellsite.swell.gives)
Event Venue	The name of the venue provided during setup in the details tab
First Name	The billing first name provided during the checkout process This can be different than the fundraiser's first name. In the Comp Code Email, this is the name of the person receiving the comp code.
Fulfillment URL	The link a donor clicks to fulfill his/her pledge
Fundraiser Email Address	The email address provided by the fundraiser when clicking the "Become a Fundraiser" button or the email address for your ticket holder. This can be different than the billing email address
Fundraiser First Name	The first name provided by the fundraiser when clicking the "Become a Fundraiser" button or the email address for your ticket holder. This can be different than the billing name.
Fundraiser Last Name	The last name provided by the fundraiser when clicking the "Become a Fundraiser" button or the email address for your ticket holder. This can be different than the billing name.
Fundraiser Profile Link	Links to the fundraiser's personal fundraising page.
Last Name	The billing last name provided during the checkout process This can be different than the fundraiser's first name. In the Comp Code email, this is the name of the person you're sending the code to.
Organization Name	This is the client's name. This can be different than the beneficiary's name and is set during the Swell signup process.
Product Name	The product name give to a ticket, table, or sponsorship during the set up process.
Promotion Code	This is the comp code set in Setup-->Comp Codes
Promotion Quantity	The number of tickets provided by the comp code
Promotion Redemption URL	The link used to redeem a comp code
Quantity Purchased	The number of tickets purchased in the specified transaction
Referring User's First Name	The referring fundraiser's first name.
Referring User's Last Name	The refering fundraiser's last name.
Referring User's URL	The referring fundraiser's personal fundraising page link.
Table Guest Confirm URL	The link an invited table guest clicks to confirm his/her attendance
Table Guest Decline URL	The link an invited table guest clicks to decline his/her attendance
Table Guest Email Address	The email address for the guest provided by the host during the invitation process
Table Guest First Name	The table guest's first name
Table Guest Last Name	The table guest's last name
Table Host Email Address	The table host's email address
Table Host First Name	The table host's first name
Table Host Last Name	The table host's last name
Table Management Link	The link a table host uses to manage invitations to his/her table
Table Name	The table's name (Ex. Smith Table)
Table Number	Table numbers are set in the settings for each table. If you've configured them, this tag will let you input the number into an email.
Table Profile URL	The table/team's profile page shows all confirmed guests and the table's fundraising stats. Use this tag to send it to table guests or hosts.
Table Type	The product name given to a table during the setup process. This is different than the table name (Example Table of 10).
Ticket Code	The ticket holder's ticket code for entry into virtual events.
Ticket Parent Product Name	The product name give to a ticket during the set up process.
Ticket Price	The price set for a ticket in the product setup process
Ticket Seat Number	If you've assigned seats to table guests, you can use this tag in the check in and physical ticket emails.
Total Seats	The number of seats a table can hold
Transaction Address	The billing mailing address provided during the checkout process
Transaction Amount	The total amount of the transaction. Donation and purchase transactions are sent in separate emails.

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