Organizers and chairs of conferences often have to contact the authors and participants of their event to send them news or updates. Furthermore, they might have to inform them about e.g. the results of the review process, invite them to register for participation or remind them to pay the participation fees.

To simplify this task ConfTool offers different bulk e-mail functions. With administrative rights you can access them after login on the overview page using the link "Bulk E-Mails".

As first step you have to choose what kind of mail you are going to send:

• For general mails on the conference, select "Send E-Mails to a Group of Users"
• If you want to contact the authors (and co-authors) to send them information regarding their submission, please use "Send E-Mails to Authors (and Coauthors)"
• If you have to contact the participants of specific sub-events or with a certain payment status, chose "Send E-Mails to Participants" (ConfTool Pro).

The next step is to specify the group of recipients of your bulk mail, set the sender name and address and to enter the message subject and body.

Please note that an automatic line break is at 78 characters (this is standard for most e-mail clients and servers). If you want to send a document like a PDF file to the recipients, please put that file on your website and send them the link to that file. (Attaching documents to bulk e-mails can cause significant network traffic as the file is sent to each recipient separately and it can trigger spam filters.)

Below the message text area you find a selection of "codes" like {dear_fullname} that can be used in the bulk e-mail and that are replaced by data according to the recipient of the mail, e.g. his name, the title of his submission or the results of the review process.