How to Use Team Messaging, Email Templates & Notifications

When you are coordinating a team across vendors, clients, and event staff, communication is everything. Scattered text chains, buried email threads, and missed Slack messages mean dropped balls - and dropped balls mean unhappy clients. You need a communication hub that lives where your event planning lives.

Ripluo's messaging and communication tools keep your conversations organized and accessible right alongside your event data. Here is how to use them.

Step 1: Send Direct Messages

Click Messages in your sidebar to open the messaging hub. From here, you can start a direct message (DM) with any team member in your organization.

DMs are useful for quick questions, status updates, or private conversations that do not need to involve the whole team. Messages are persistent, so you can scroll back through your history anytime.

Sending a direct message to a team member

Step 2: Create Group Chats

Need to loop in multiple people? Create a group chat with any combination of team members. Name the chat something descriptive - "Vendor Coordination," "Marketing Team," or "Weekend Crew" - so everyone knows its purpose.

Group chats are great for cross-functional discussions that span multiple events or for teams that work together regularly.

Step 3: Use Event-Specific Chat

Every event in Ripluo has its own event chat channel. This is where you discuss things that are specific to a single event - logistics, last-minute changes, vendor updates, and anything else that should stay tied to that event's context.

The benefit of event chat over a generic group message is that the conversation lives with the event. Six months from now, when you need to reference a decision that was made during planning, you know exactly where to find it.

Step 4: Create Email Templates with Variables

If you send similar emails repeatedly - client onboarding messages, vendor follow-ups, payment reminders - email templates save you from rewriting the same message every time.

Create a template in the text editor and include variables for dynamic data like the client name, event name, event date, and your organization name. When you use the template, the variables fill in automatically based on the recipient and event context. One template serves every client.

Creating an email template with auto-fill variables

Step 5: Send Emails from Ripluo

You can send emails directly from Ripluo without switching to your email client. Select a template or compose a new message, choose the recipient from your contacts, and send. The email is logged in Ripluo so you have a record of every communication.

This is especially useful for client-facing communications like proposal follow-ups, contract reminders, and payment confirmations - everything stays connected to the client and event records in your CRM.

Step 6: Customize Notification Preferences

Not every notification needs your immediate attention. Go to Settings > Notifications to customize what alerts you receive and how:

In-app notifications - Alerts within Ripluo for messages, task updates, and status changes
Email notifications - Get an email when something important happens while you are away
Per-event controls - Mute notifications for specific events that do not need your active attention

Dial in your preferences so you stay informed without being overwhelmed.

Get Started for Free

Messaging and email templates are available across Ripluo plans. Create your free Ripluo account and keep all your event communication in one place.

Frequently Asked Questions

Can I message people outside my organization?

In-app messaging is for team members within your Ripluo organization. For external communication with clients and vendors, use the email feature to send messages directly from Ripluo.

Are email templates available on the free plan?

Email template availability depends on your plan. Basic messaging features are available on the free plan, while advanced email templates with variables and CRM integration are part of the Pro plan ($49.99/mo).

Can I search through old messages?

Yes. All messages - DMs, group chats, and event chats - are searchable. You can scroll through history or use the search function to find specific conversations.

Do notifications work on mobile?

Email notifications reach you wherever you check your email. In-app notifications are visible when you log into Ripluo from any device with a web browser.