Managing Emails

Email templates are automatically triggered within the Events platform. Triggered based on either your or the customers actions taken, email will trigger out automatically. From confirmations, to reminders and even chasers, this page will demonstrate how to manage your emails along with detailing the types of templates available.

Navigate to Events Admin Access → Emails

How to Customise your Emails

Follow these steps to customise emails:

Select Customer Emails
Expand the Company name
Find the required template and click Edit

You will be able to see immediately if they have been previously edited as they will say “Reset to default” as well as Edit

You can edit both the Subject and Body of the e-mails as per your requirements, including the use of dynamic fields which will pull data to personalise the email

Click Save Changes

Setting your 'From' Email Address

When a guest received an email you have the ability to change the sender email address that will show in the 'From' box. The send or from email address can be managed at any part of the organisation hierarchy to suit the requirements operation, for example each individual site location can have it's own email address or inherit from the company set address.

Follow these steps to set your email address:

Click the Cog icon to display the Email Settings (located on the top right of the page)
Click the down arrow to expand the list you see your site(s) listed
Enter the Sender Email Address
Click Save Changes

If sending an email from your own email domain, your domain owner will be required to add SPF/ DKIM information to the domain record. This will prevent emails sent from  Events being marked as spam by the recipient's email platform

Email Template Types

All email templates along with their trigger reasons are noted below:

Email Header	Description
Attendee Email	This will trigger when a lead booker adds an attendee to the Guest Portal. It will include a link to the portal for the invitee
Card Guarantee Charge	Triggers when a customer is charged post event
Enquiry Received	When the guest makes an enquiry this email will be triggered
Enquiry Rejected	When an enquiry is rejected in the host app this email will trigger to the guest with the rejection reason entered
Event Cancelled	This email will trigger when a guest cancels a booking in the Guest Portal or its cancelled in the host app
Event Confirmed	When a booking changes from a provisional status to confirmed by a deposit payment or Card details entered this email will trigger to the guest. It will also trigger if a booking requirement is removed and the booking changes to confirmed
Event Created	This will trigger whenever a booking is created that has no booking requirements so it is a Confirmed Booking straight away
Event Imported	This email can be triggered when bookings are imported from an external source. There is an option to send or not
Event Reminder	This email will send to guests prior to their booking at the interval stated in the email template (X number of days prior to event)
Event Updated	If any changes are made to a booking either by the guest in the guest portal or in-house on host this email will trigger to alert the guest that changes have been made to their booking
Incomplete Pre-Order	This triggers as a reminder to the customer that they are yet to complete the pre-order. This will send at the interval stated in the email template (X number of days prior to the pre-order cut off date set)
New Host Message	This email will trigger when the host adds a message in the 'Message with Guest' on Events Host app
Outstanding Deposit	This will trigger at the interval set in the email template (X days prior to the deposit due date)
Outstanding Pre-payment	This will trigger at the interval set in the email template (X days prior to the pre-payment due date)
Outstanding Credit Card Guarantee	This email will be sent if a guest is required to enter card details and is yet to do so. It will trigger at the interval set in the email template (X days before CCG due date)
Payment Received	Once a payment has been made in the portal or via manual payment in host, this email will trigger to the guest
Payment Refunded	If a payment is refunded on the host app or if you have automatic refunds enabled, when a guest or host cancels a booking with a deposit attached, this email will trigger to alert the guest (if cancelled they will also received the booking cancelled email)
Pre-Order Opened	Once a pre-order is switched to open, this email will trigger to alert the guest they can now make their selections
Pre-Order Updated	If any changes are made to the pre-order rules such as a pre-payment added or due date changed this email will trigger to direct the guest to the portal to view the changes
Requested Payment Cancelled	If a requested payment is cancelled this email will trigger to the guest
Requested Payment Created	When a pre-payment is created on host this email will trigger to alert guests to check the Guest Portal
Requested Payment Outstanding	This email will trigger to guests at the interval set in Events Host>request a payment (X days before arrival)
Requested Payment Updated	If any changes are made in the Host App to the amount or date due of the payment, this email will trigger to guests to let them know to check the Guest Portal
Requirements Updated	If a change is made to the booking, such as date, time or covers this will alert the guest to check the Guest Portal to view the changes