Communication is a major part of a successful event. This includes emails to attendees, as well as internal emails to event managers. Eventsforce provides the tools to allow everyone to stay informed with automatic emails. 

Automatic emails are emails that get sent automatically from Eventsforce based on an attendee action, such as completing or amending a registration, or failing a credit card payment attempt.

Depending on the event configuration, there are number of different types of emails an event manager may see on the “Automatic” page, these include:

  • Admin Emails
  • Abstract Emails
  • Award Emails
  • Request Login Details
  • Attendee emails (separate section for each attendee category) 

Note: If using multiple attendee categories, each category will have its own set of emails. If unique emails for each category are not needed, use the checkbox at the top of the page to link all emails to the default attendee category. 

Standard emails 

There are a set of standard automatic emails that will be available in all events. These emails are available and active by default but can be deactivated if not needed in your event. Some emails may be dependent on your event settings (example: finance emails only appear if event is “paid”). The emails are separated into two sections based on who they will be delivered to; admin or attendees. 

Note: If using multiple attendee categories, you will see the emails repeated, once per category. You may choose to set up unique content per category, or you can link emails together, so updates only have to be made in one place.

Admin emails

Emails in the “Admin email” section are sent automatically to the admin email address specified. You can list more than one admin email by separating with a semicolon (;). Keep in mind that the admin listed may receive a large amount of emails if expecting a higher number of attendees. A brief description of each email is below:

  • New Registration - sent when an attendee completes a new registration. By default, email contains information such as event information, registration data, and purchase list
  • Amend Registration - sent when an attendee amends their registration. By default, the email will show the changes made to the registration. 
  • Cancel Registration - sent when an attendee cancels their registration. By default, basic attendee data will be included along with a cancellation fee (if any). 
  • Additional Item Full Notification - sent when an item has reached the capacity notification level set by the event manager. By default, the email includes the event details and item name. 
  • QBI capacity notification - sent when a quantity bookable item (QBI) has reached the capacity notification level set by the event manager. By default, the email includes the event details and quantity bookable item name.
  • Card payment Failure Notification* - sent when an attendee’s credit card payment fails. By default, the email includes the attendee data and unpaid balance. *Only visible when a credit card payment gateway is enabled.

Attendee emails

Emails in the “Attendee” section will appear once for each attendee category active in your event. This allows unique email content to be sent to different attendee categories. If the email content will be the same, we suggest linking the emails to the default category.

  • Request Login Details - sent when an attendee clicks “Request login details” after being asked for their password. Read our “Password Reset Link (Reference)” article for more information. 
  • New Registration - sent when an attendee completes a new registration. If allowing payments by credit card and the card payment fails, the “new registration” email WILL NOT be sent. By default, the email contains event information, registration data, attendee itinerary, and personal links to amend registration or visit website.
  • Amend Registration - sent when an attendee amends their registration. By default, the email will show the changes made to the registration. 
  • Cancel Registration - sent when an attendee cancels their registration. By default, the email includes basic attendee data will be included along with a cancellation fee (if any). 
  • Payment update - can be triggered to send by an event manager when updating payment for a registration, does not send automatically. Read our “How to add a payment or refund” article for more information.
  • Card Payment Acceptance Notification - sent when an attendee makes a successful card payment. By default, the email includes the amount of last payment, registration details, and event name. If active, attendees may receive two emails upon registration completion; ‘new registration’ and ‘card payment acceptance notification’. 
  • Card Payment Failure Notification - sent when an attendee has an unsuccessful card payment. By default, the email includes event info, the amount outstanding, and a link to amend registration and attempt payment again. 
  • Reminder emails - sent “x” number of days prior to the event. Amount of days is set by the event manager and can be unique for each reminder email. View our article "How to use reminder emails" for more information.

Note: When editing registrations as an event manager, the automatic emails WILL NOT send to attendees unless the event manager specific selects to send the email. This is done so event managers can make changes without emails automatically sending. When the event manager reaches the basket page after creating a new registration, amending an existing registration, or cancelling a registration, they can select to send an update email to the “Attendee” and/or “Admin”.

Abstract emails

If you are using “Abstracts” in your event, you will see additional automatic emails related to abstract submitters and reviewers. You can reference our “Abstracts - Getting started” video series for more information about how these emails are used in practice. A brief description of each email is below:

  • Email to the Submitters - sent to abstract submitters once an abstract is submitted. Submitters will receive one email per abstract. By default, the email contains abstract data, author information, and a personal link to edit the abstract.
  • Email to the Reviewers - sent to abstract reviewers when an event manager selects “Send email” from the “Reviewers” page. By default, the email contains the event name, and a personal link to login as a reviewer and view assigned submissions.
  • Completed Abstract Email to Admin - sent to the admin email specified when a submitter creates and submits an abstract.  By default, the email contains abstract data, author information, and submitter’s details.

Awards emails

If you are using an “Awards” event, you will see additional automatic emails related to abstract submitters and reviewers. The “new registration” email for attendees will still be sent when a submitter profile is created. A brief description of each email is below:

  • Invitation email to Judges - sent when an event manager selects “Invite” from an award’s “Category Details” page. By default, the email contains the event name and a personal link for judges to login and view assigned entries. 
  • Judges Reminder Email - sent when an event manager selects “Remind” from an award’s “Category Details” page. By default, the email contains the event name and a personal link for judges to login and view assigned entries. 
  • Awards Entry Submission - sent when an award submitter submits an award entry. An email will be sent for each entry submitted. By default, the email contains a list of all submitted entries, along with a personal link to view submitted entries and amend (if allowed). 
  • Awards Entry Submission Admin - sent to the admin email specified when an award entry is submitted. By default, the email contains the submitter details, list of submitted entries, and purchase list.

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