No Way to Easily Send Emails to Non-Registrants of Events
There currently appears to be no easy way to send on-the-fly emails to non-registered contacts and members for a specific event.
If you go to the "Events > View event details" page, there is a button at the top of the page labeled "Email attendees". There should also be a button labeled "Email non-attendees" but there currently is not.
If you instead, attempt to accomplish this by clicking on the Event details "Emails" link below the buttons at the top of the page, and then click on the Send again button under one of the Announcement preset emails (Announcement 1, Announcement 2, or Announcement 3) you are provided with a box where you can select All contacts and then click on the Send button HOWEVER NO ONE IS LIKELY TO DO THIS BECAUSE THIS BOX DOES NOT TELL YOU IF YOU HAVE AN OPTION TO EDIT THE EMAIL BEFORE SENDING OR IF IT WILL SIMPLY SEND THE SAME EMAIL AGAIN (WHICH IS NOT WHAT ONE WANTS TO DO).
If you instead try and click on one of the previously sent emails near the bottom of the page under "Log of announcements and reminders" in an attempt to send a custom on-the-fly email to just non-registrants, there is no way to edit this preset email without permenently changing the preset email Announcement before clicking on the "Send again" button.
If lastly, you attempt to seach the contacts database and send an email from there by searching for "Registered for specific event(s) - "None of selected", you do get the list of non-registered contacts, however after getting the results, if you click on the "Email contacts" button at the top of the page, you are thwarted once again because while you can select a previously sent email and edit it, you CANNOT USE THE MACRO TO EMBED THE CURRENT EVENT INFORMATION IF IT HAS CHANGED SINCE THIS EMAIL WENT OUT BECAUE THE MACRO BUTTON DOES NOT CONTAIN EVENT ITEMS TO USE.
Simply cutting and pasting the updated event information from another page on the site does NOT work because this always causes formatting errors which are tedious to fix.
Using saved searches in event announcements is something we are going to release next year (after 5.0 release).
Katie Fritz commented
Ohhhhh I see, Amy. Yeah, there is no way to send an event announcement to a saved search group, is there? Sorry for missing that in your original post.
I'm interested in the answer to this too!
You can't send an event announcement to a saved search, or I would have done that already. I suppose I can try it with a manual email and just cut and paste the event announcement text and then fill in the blank for the macro fields, since those won't be filled in automatically. I am will look into it.
Katie Fritz commented
Wouldn't Evgeny's workaround from above work in this situation?
* Go to Contacts>Advanced Search and choose "All of selected".
* Select the member levels you want, using "any of selected" for the Membership Level field.
* Select "none of selected" for the event registration (it's in Events Related>Registered for Specific Events in Add criteria).
* Save the search.
* Then update your event announcement to be sent to your saved search(es) instead of the default audience.
In the Events options...if you want to email an announcement...There is no option to choose specific groups or saved searches. I need to send the announcement to a specific member level. I know I can just do this using the Email members option, but I don't want to send the email to members that may already be registered for the event. And using the logic above, there is no way to choose "Not Registered for specific event(s)" to create a saved search group.
Changing the registration level to choose only members of this group is not an option, since we allow our members to forward the invitation to their colleagues to register as well, so we have to keep the registration "public".
Any work around options??
For now, I would suggest you a workaround:
* Perform contact search for "Registered for specific event(s) - "None of selected" - <your event> and save the search
* Initiate email blast from the event, delete recipients and add this saved search there
This way you'll be able to use even macro.
I will keep this thread here to collect more comments on that. I do no expect that we change something here soon, but I understand your problem.