Customizing Event Emails

Overview

In Wild Apricot, each event has a set of customizable emails. These include event reminders, announcements, and registration confirmations. These emails can be customized separately for each event or you can customize default templates that will be used for all your events (see Default Event Emails). This page will cover editing individual event emails.

Editing Individual Event Emails

To access event emails, go to Events, click on the event you wish to use, and then click on the Emails link.

Creating New Events vs. Copying Existing Events

When you create a new event by copying one of the existing events, the event emails will also be copied from the existing event and you will have to ensure to adjust/customize them for the new event as necessary.
If you create a brand new event, these emails will be copied from the Default Event Emails.

To customize event emails click on the [Edit] button.

How to schedule the event emails

You can separately customize each of the following event emails:

• Up to 3 event announcements - sent prior to the event to non-registered members / past attendees / donors / other contacts
• Up to 3 event reminders - sent prior to the event to registered participants only
• Event registration confirmed - sent when an event registration is confirmed and/or paid
• Event registration initiated - sent when an event registration is initiated

  In order to schedule the automatic event emails you must be in edit mode i.e. click on the [Edit] button first Event confirmation emails are only sent for current events i.e. events which have not yet passed. So, if you record a payment for a past event, no confirmation email is sent

Email reminders and announcements that have already been sent will be listed under Log of announcements and reminders.

Viewing Sent Event Emails

In addition to the Log of announcements and reminders (see above) you can access the details of all sent emails from the email log. See Log of Sent Emails.
To access the email log for a particular event, click on View email log on the top right corner of the event details page.

Editing Event Emails

The emails can be customized in rich-text format using the editor toolbar or by directly editing the HTML for more advanced users. Click on the {Macro} button to access and insert the list of available event macros:

{EventField All} macro will automatically include all event custom fields. So, instead of picking individual event field macros, consider using {EventField_All}. The following macros for guest registrations are available in all event notification emails except announcements: {Registration_Guest_Count}, {Registration_Guest_Names}, {Registration_Guest_Total_Price}

You can always reset to the default email template (see Default Event Emails) by using Restore default button.

Sending Test Emails

After clicking on the email you want, you can either edit the email or send a test email to yourself:

Test emails content NOTE: test emails use sample data (data which is not from your database) for macros - whereas when an actual email is sent, real data is substituted instead from your database records.

See Also

• Default Event Emails
• Log of Sent Emails
• Using macros in emails
• Custom domain setup