Marketing emails and marketing subscription management

Introduction

Marketing email management in inwink is based on a simple principle: each contact chooses which communications they want to subscribe to.

In the back office, this management is based on the concept of subscriptions to mailing lists, which allows you to manage campaign targeting more effectively.

Each subscription corresponds to a type of communication, such as newsletters, invitations, partner communications, etc., and must be based on explicit consent collected beforehand.

In other words:

• you manage your email sends through subscriptions;
• contacts choose which communications they want to subscribe to;
• you remain responsible for the consent associated with these subscriptions.

Marketing emails can be created and sent from:

• an audience;
• an event;
• a community.

Marketing subscription fields are always created at audience level, from the Contacts view. They can then be linked to the registration forms of your events or communities.

This feature allows you to:

• respect user preferences;
• better target your communications;
• structure your marketing email sends;
• support regulatory compliance, including GDPR and email marketing best practices;
• improve email quality and deliverability;
• centralize subscription preferences on the contact record.

The organizer is responsible for:

• defining the types of subscriptions used;
• adding these subscriptions to their forms;
• collecting the associated consent;
• using subscriptions when sending marketing emails.

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How it works 

The system is based on marketing subscription fields.

Each field represents a type of communication, for example: newsletter, event invitations, partner communications, community updates, commercial information, etc.

The process works as follows:

1. The organizer creates marketing subscription fields at audience level.
2. These fields can be added to registration forms for events or membership forms for communities.
3. Participants, members or contacts choose which communications they want to subscribe to.
4. Preferences are automatically added to the contact record in the audience.
5. Marketing emails, which can be sent from the audience, an event or a community, are sent only to contacts subscribed to the targeted communications.

 

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Creating marketing subscription fields

Steps to follow

1. Go to your Audience back-office, in the Contacts overview:
   
   

2. Click the small settings wrench icon > Field management to create new custom fields
3. Click the “Marketing subscription” field type: 
   
   

4. Define the name of this new field (e.g., Newsletter, Invitations, etc.).
   ⚠️ You must create one field for each different marketing subscription.
   
   

Good to know

• One field = one type of communication

• Possible values:

  • Yes
  • No
  • Not specified

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 Adding marketing subscriptions to forms 

Marketing subscription fields created at audience level can be added to your registration or membership forms.

This allows users to directly choose which communications they want to subscribe to when registering for an event or joining a community.

These fields can be used in:

• event registration forms;
• community membership forms.

Steps

1. Open the relevant form.
2. Add the marketing fields created from the audience.
3. Position them where you want in the form.
4. Publish the page containing your form.
   
   
   
   
   

Result

When registering, the user can:

• choose the communications they want to subscribe to
• have their selections immediately reflected in their contact record in DATA

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Sending a marketing email from your Audience

You can create and send marketing emails from your audience.

Steps

1. Create a “Contacts” type email from your Audience
   
   
   
2. By default, the “Email Marketing” option is enabled 
   
   
3. A “Marketing subscription management” block appears when the “Marketing Email” option is enabled. Drag and drop this block into your email content
   
   
4. Customize your email
5. Send the email from the Contacts view. Before sending, a window will appear asking you to select the required subscription(s): only contacts who have agreed to these communication types will receive the email.

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Managing marketing subscriptions from an event or a community

Marketing emails can also be created from an event or a community.

This allows you to send marketing communications in an event or community context.

How it works

Marketing subscription fields are still created at audience level. Once added to the event registration form or the community membership form, participants and members can choose which communications they accept to receive, or not, when completing these forms.

The data is automatically added to their contact record in the audience.

Steps to send a marketing email from an event or a community

1. Go to the back office of your event or community.
2. Create your email.
3. Enable the Marketing email option.
4. Add the marketing subscription management block to the body of the email.
5. Customize your email.
6. Choose the relevant recipients.
7. Select the required subscriptions for the send.
   

Only participants or members with the selected subscriptions will receive the email.

Good to know

If a participant has not given consent for the selected subscription, they will not receive the marketing email.

It is still possible to send the email without an associated subscription by using the option to send under the organizer’s responsibility.

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Adding preference management to emails

A marketing subscription management block, named “Marketing subscription management”, can be added to the body of your marketing emails. The Marketing email option must be checked for this block to appear.

This block allows recipients to manage their subscription preferences or unsubscribe from certain communications.

Once the block has been added to the email, a link will be visible to the recipient when they receive the message. By clicking this link, they will access a dedicated page allowing them to:

• view their marketing subscriptions;
• update their preferences;
• unsubscribe from certain communications.

Steps

1. Open the email template
2. Add the subscription management block
   
   
   

Result

A secure link is generated allowing the contact to:

• view their subscriptions
• update their preferences
• unsubscribe from one or more communications. 

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Preference management page

How it works

The subscription management page is accessible via the link included in your marketing emails. 

It allows contacts to:

• view all their subscriptions
• update their choices

➡️  From the organizer’s side, this page is not customizable and automatically displays all configured marketing subscription fields. 

As soon as a user updates their preferences, they are automatically updated in their contact record in the audience. 

Manage preferences from a personal or member space

Contacts can also manage their preferences directly from:

• their personal space for an event;
• their member space within a community.

From the My Profile page, they simply need to click the “Communication preferences” button. A pop-up window then opens directly within their space, displaying the same options as the preference management page accessible from emails. 

Contacts can then:

• update their subscriptions to the different types of communications;
• unsubscribe from all mailing lists;
• manage their preferences regarding email tracking pixels.

Any saved changes are automatically applied to their contact record.

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