Customizing a calendar's email templates

When you create events, there are a number of different email notifications that can be sent out if you choose to enable event registration or send an event announcement. The templates for these emails can be customized for a calendar in its Email Settings.


What templates can I customize?

  • Event confirmation: this is sent to the user after they register for an event.
  • Waiting list event confirmation: this is sent to the user after they register for the waiting list.
  • Coming off the waiting list and being confirmed: this is sent to the user if they are moved from the waiting list to the registration list.
  • Reminder email: this is sent as a registration reminder to users. The timing and text of this email can be customized in each event.
  • Follow up email: this is sent to each person who registered after the event is over. The timing and text of this email can be customized in each event.
  • Announcement email: when you create an event, you can send an announcement email to help advertise it. The text of this email can be further customized in each event. 
  • Payment receipt: if an event has a registration cost, patrons will receive this email after submitting a successful credit card payment online.
  • Payment refund: if an event registration had a registration cost and was later cancelled, the patron will receive this email when the refund is issued.
  • Admin cancellation email: when a staff user cancels an event registration, this email will be sent to the affected patron.

How to customize a template

For each template, you can customize the email's subject line and body. Each can consist of both text and tags. What are tags? Tags allow you to insert information about the event into each email. For example, the {{EVENT_TITLE}} tag will insert the event's title into the email wherever it appears. 

When working with tags, there are some important things to keep in mind:

  • Each template will have its own set of tags that you can use, which may differ between templates. Be sure to check each templates's Available Email Tags list to see what's available.
  • Tags are case sensitive, so be sure to type them exactly as shown in the Available Email Tags list.
  • Some tags have three braces around them, such as the {{{EVENT_DATE_TIME}}} tag. This means the tag will output both HTML code and text into your email. Because email subject lines cannot render HTML, use these only in the body of your email templates.

To customize a template:

  1. Click on Calendars from the command bar.
  2. Click on the calendar's title from the Modify/View Calendar column on the Calendar Index tab.

customizing a calendar's email settings, part 1

  1. Click on the Settings button.
  2. Choose Email Settings from the dropdown.

customizing a calendar's email settings, part 2

  1. On the Email Settings page for the calendar, scroll down to the email template you want to edit. 
    1. Use the Subject field to edit the email's subject. You can use both text and any of the available email tags.
    2. Use the Body text box to edit the email's message. You can use text, HTML code for formatting, and any of the available email tags.
    3. Consult the Available Email Tags list for your template to see which tags are available to use. Tags are case sensitive, so be sure to enter them exactly as they're listed.
    4. Use the Preview to quickly see how your email will look to a patron. 
      • Note: the values used (for event name, time, cost, URL, etc.) are generic examples generated by the preview.
    5. If you would like to revert your template to the system default text, click on the Restore Default Template button.
  2. When finished, click on the template's Save button.

customizing a calendar's email templates, part 3

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