Inbox and mailings

An event creates a lot of email. The inbox brings it to where the event lives: you read and answer emails in iveo, and your team can see who is looking after which conversation.

Who uses the inbox

The inbox is for the event’s producers. Other roles don’t see it. It sits in the event sidebar under “Inbox”, with a badge counting the open conversations that have at least one incoming email. Who has which role is covered in Roles and permissions.

Connecting a mailbox

Under “Inbox”, click “Connect Gmail”. You can connect a Google Workspace mailbox, one per event. A private @gmail.com account connects but cannot send. Sub-events don’t inherit the mailbox. The gear icon lets you edit the signature, import older email year by year or disconnect the mailbox.

Working through conversations as a team

Every conversation has a status: “Open”, “In progress”, “Solved” or “Archived”. “Close” marks it as done. iveo mirrors the status as a label in the connected Gmail mailbox.

“Assign to me” takes a conversation over yourself; the member search assigns it to someone else in the event. The list shows what is assigned to you and what is unassigned, and the “Assignment” filter narrows it to “Mine”. Internal notes and drafts stay within the team, and search and filters help when there are many conversations.

You reply right in iveo with “Reply” or “Reply all”. The email goes out from the event’s own address.

Mailings to groups

Under “Mailings”, “New mailing” starts an email to groups. “Choose groups” offers:

• Event team, by role; “All programme organisers” also includes the members of the programme teams,
• Speakers,
• Registered attendees, only for email about the event itself, not for promotion,
• People who submitted, either all of them or only those with a scheduled contribution.

“Save as template” keeps a recurring email, and “Load a template” brings it back. A template stores the subject, text and chosen groups. In a mailing’s detail view, “Show recipients” expands the list of recipients with their delivery status: delivered, failed or pending. Mailings have no attachments and no unsubscribe link, and Gmail limits sending to about 2,000 recipients a day.