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Lottery Setup, Step 5: Emails

Everything you need to know about emails for your Lottery event!

Ella Gross avatar
Written by Ella Gross
Updated over a week ago

You made it to the last step of setting up your interview scheduling event! Let's walk through some of the details.

At the top of the page, you will be able to view Employer and Student emails separately for the sake of ease and organization:

Let's break down the different components of each email:

  • Send: This toggle gives you the option to not send certain emails. Note that this function does NOT actually manually push out the email.

  • From: This will default to the university's account name with the domain @floevents.email. Thus, it may be a good idea to ensure that employers and students whitelist this domain so that it does not go to their junk mail.

  • Reply To: This is whomever you wish to receive any questions regarding the emails. You will be able to select from a drop-down list of admins on the account. Therefore, you might opt to add a more general email inbox as an admin. This way, you can set this at the reply to and allow for more eyes to be on any questions you receive.

  • CC and BCC: These fields are optional. The drop-down also pulls from the list of admins on the account.

  • Subject: This field is customizable.

  • Body: This field is also customizable.

  • Variables: These buttons at the bottom enable you to insert code to make your emails more personal. Note that each email has its own set list of variables that are possible.

Below, you will be able to see when each email sends.

Employer Emails:

Employer Schedule Registration Submitted

When it sends: This email will send out automatically after an employer has successfully registered and submitted their schedule.

Interviewer Information Request

When it sends: This email will need to be manually sent later. You can do this by navigating to Attendee Information, Employer Schedules, select the employers you wish to send this email to, and then selecting Send Email and choosing the email from the dropdown:

Schedule Assignment

When it sends: This email needs to be manually sent! After time blocks have been assigned, you have the ability to manually send this email out, notifying employers that they have been assigned a schedule. Do so from the 'Time Block Assignments' tab by clicking "Notify Employers":

Then, selecting the employers you have assigned that you wish to notify and clicking "Notify Employers":

Final Schedule

When it sends: As you can see, you have the option to have this email send automatically, or manually send it later. If you've selected to send the email at final schedule availability time, it will go out automatically based on the time chosen in the event timeline. To send this manually later, you will follow a similar process as above by going to the Event Schedule tab and selecting from the "Email Event Schedules" dropdown:


Student Emails:

Student Event Page

When it sends: This email goes out automatically when a student registers for your event.

Student Bidding Period

When it sends: This email sends automatically at the time that the bidding period opens for students. This time is set in your event timeline.

Student Matches Are Visible

When it sends: This email goes out at the time student lottery results are made visible to students per the event timeline settings! This will not show students their schedule, but only show them what employers they have matched with.

Student Cancellation Period

When it sends: Like the previous two emails, this email also sends at the time the student cancellation period begins if you have turned it on! If you are keeping this setting off, feel free to skip over this email.

Student Self-Schedule Period:

When it sends: Like the cancellation period email, this will send at your designated opt-in time if you have turned this on in your settings.

Final Schedule:

When it sends: You have the option to have this email send automatically, or manually send it later. If you've selected to send the email at final schedule availability time, it will go out automatically based on the time chosen in the event timeline. To send this manually later, you will follow a similar process as above by going to the Event Schedule tab and selecting from the "Email Event Schedules" dropdown.


Congratulations! You have now completed your event setup! Once you click "Save", you are finished with the first portion of hosting your event. You can return back to these pages and edit any settings by clicking the "Edit Event" button located at the top right of the screen when viewing your event.

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