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Communication

Email Templates

Save time and ensure consistency by creating reusable email templates for common communications.

Template Types

System Templates

Pre-configured templates for automatic emails:

TemplateWhen Used
Registration ConfirmationAfter registration
Payment ConfirmationAfter payment
Event ReminderBefore event
Check-in ConfirmationAfter check-in
Certificate AvailableWhen certificate ready

Custom Templates

Your own templates for:

  • Announcements
  • Follow-ups
  • Special communications
  • Recurring messages

Managing System Templates

View System Templates

  1. Go to Communication
  2. Click Templates
  3. Select System Templates

Customize System Templates

  1. Click on template to edit
  2. Modify content (keeping placeholders)
  3. Preview changes
  4. Save

System template placeholders

Keep required placeholders in system templates. Removing them may cause errors in automatic emails.

Creating Custom Templates

Create New Template

  1. Go to Communication > Templates
  2. Click Create Template
  3. Fill in details:
FieldDescription
Template NameInternal name
SubjectDefault subject line
ContentEmail body
CategoryFor organization

Template Content

Include:

  • Static content (always the same)
  • Placeholders (personalized per recipient)
  • Formatting and structure

Available Placeholders

Participant Information

PlaceholderDescription
first_nameFirst name
last_nameLast name
full_nameFull name
emailEmail address
phonePhone number

Event Information

PlaceholderDescription
event_nameEvent title
event_dateEvent date
event_timeEvent time
event_locationVenue details
event_descriptionEvent description

Registration Information

PlaceholderDescription
ticket_typeTicket type name
ticket_numberTicket number
order_numberOrder number
registration_dateWhen registered
PlaceholderDescription
ticket_linkLink to view ticket
event_linkLink to event page
portal_linkLink to participant portal

Note: In the email editor, wrap placeholders with curly braces.

Template Examples

Event Reminder

Subject: Reminder: (event_name) is Tomorrow!

Body:

  • Greeting with participant's first name
  • Event reminder message
  • Event details: date, time, location
  • Ticket type information
  • Check-in instructions with QR code link

Thank You

Subject: Thank You for Attending (event_name)!

Body:

  • Greeting with participant's first name
  • Thank you message
  • Feedback survey link/button
  • Call to stay connected

Certificate Ready

Subject: Your Certificate is Ready - (event_name)

Body:

  • Greeting with participant's first name
  • Congratulations message
  • Download certificate button
  • Portal link for future access

Note: In the actual template editor, use placeholders with curly braces like first_name, event_name, etc.

Using Templates

Start from Template

  1. Create new email campaign
  2. Click Use Template
  3. Select template
  4. Content is populated
  5. Customize as needed
  6. Send

Template vs Starting Fresh

ApproachBest For
Use templateConsistent recurring messages
Start freshUnique one-time communications

Template Organization

Categories

Organize templates by category:

  • Pre-event
  • During event
  • Post-event
  • Administrative
  • Marketing

Naming Convention

Use clear names:

  • Pre-Event - Reminder 1 Week
  • Post-Event - Thank You
  • Admin - Payment Reminder

Template Best Practices

Design

  • Keep layout simple
  • Use consistent branding
  • Mobile-friendly formatting
  • Clear calls-to-action

Content

  • Concise messaging
  • Action-oriented
  • Appropriate tone
  • Error-free

Maintenance

  • Review templates regularly
  • Update outdated information
  • Test before major sends
  • Archive unused templates

Troubleshooting

Placeholder not working

  • Check spelling exactly
  • Include curly braces
  • Verify field exists
  • Test with sample data

Formatting issues

  • Preview before sending
  • Test on different devices
  • Simplify complex formatting
  • Check image sizes

Next Steps

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Email Campaigns
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Campaign Tracking