Within Eventsforce, there are five pages related to emails that an event manager can access:
Templates = list of custom emails that can be sent to any booker and/or attendee, also used for invitation emails
Campaigns = view the details of sent email campaigns
System emails = list of emails sent automatically from Eventsforce based on attendee action
History = list of all emails sent from Eventsforce with the ability to view email content and resend emails to the same email address
Settings = update the sender email address and display name
What are email templates?
Email templates are custom emails that can be created by the event manager and sent to bookers/attendees/invitees. Emails that exist on the “Templates” page will not send automatically, they must be triggered to send by an event manager.
Eventsforce will automatically create three email templates by default for every new event (Invitation, Invitation Reminder, and Joining Instructions). Event managers should use the Templates page to create their:
Invitation email(s) - create an email for each attendee category if needed
Custom emails - emails that can be sent leading up to or during the event
Joining instructions
Reminder email - create an email for each category if needed
Note: For more information on creating and sending invitation emails, please see our support article “Creating and sending invitation emails”
What are system emails?
System emails are emails that are sent automatically from the system based on an attendee/booker action. This includes the “Order confirmation” email sent to the bookers, and the “Registration confirmation” email sent to attendees. The following system emails will exist in the event by default:
Order confirmation (editable)
confirmation email sent to the booker after initial completion of registration
also sent after order updates (adding/removing tickets)
contains a link to amend the booking (if allowed)
includes a PDF of the invoice/receipt/credit note for paid events
Registration confirmation (editable)
confirmation email sent to the attendee
shows attendee details and link to make changes (if event configuration allows)
confirmation will only be sent when all required fields for the attendee have been answered
Order cancellation confirmation (editable)
cancellation confirmation sent to the booker
includes order reference and order date
Registration cancellation confirmation (editable)
cancellation confirmation sent to the attendee
only sent if attendee had all values entered for all mandatory fields (does not send to ‘incomplete’ attendees)
confirms ticket number is no longer valid and provides link to book another ticket if needed
New registration notification (non-editable)
can be activated/deactivated on the ‘Email > Settings’ page
sent to the event administrator each time someone registers
includes basic details of the attendee who registered
Capacity notification (non-editable)
can be activated/deactivated on the ‘Email > Settings’ page
sent to the event administrator whenever a ticket or session reaches 90% or 100% capacity
includes a list of items with their capacity levels
Note: If the booker is also an attendee, they will receive both the “order confirmation” and the “registration confirmation” emails. For single registration only events, Eventsforce recommends deactivating the ‘Registration confirmation’ email, and adding the ticket number email tag to the ‘Order confirmation’ email.
Viewing email history
The email history shows all emails sent from an Eventsforce event, and can be adjusted to view all emails sent across all Eventsforce events. The event manager can adjust the ‘Search and Filter’ settings to filter by date range and/or search by recipient email, name, or subject (uses “starts with” search).
To view the email content, double click an email row, use the “eye” icon on the right hand side or select the "spanner" icon and click "View". The links within an email can be selected for testing purposes.
To resend the email to the same email address, select the "spanner" icon and click "Resend".
Note: The “Created at” date/time refers to the date/time the email was queued to send, however the email may have actually been sent at a slightly later date/time depending on the Eventsforce email queue.
Viewing email campaigns
The ‘Campaigns’ page will show a history of all email blasts sent from the Eventsforce event. An email campaign is an email blast sent to one or more recipients.
Each sent email campaign will show information such as email name, subject, created by, date created, date sent, number of recipients, and open rate. Event managers are able to click on the number of recipients and the number opened to view those specific recipients.
Note: The “opened” total may not be 100% accurate as not all email recipients send a read receipt back to Eventsforce. This will depend on the recipient’s email settings.
Adjusting email settings
Eventsforce provides event managers with an easy way to change the sender address for their event emails, customize a display name to be shown alongside the email address, and choose the recipients of event administrator emails (multiple emails, comma separated).
Event managers can also choose to receive order notification emails when there is a new order, or capacity notification emails when there is a change to a capacity that has already been set up.
These settings including the sender email address and name can be changed by going to Emails > Settings.
