There are multiple default email templates that you can use to send event-related messages to your users. The default email templates are for a range of topics, such as Confirmations, Cancellations, and Reminders, and they are configured to target users prior to an event and users who have already registered for an event.

Additionally, the system automatically generates and sends event-related email messages based on system actions. For example, registering for an event and canceling a registration are system actions that trigger automatic messages.

While the content in these default email templates is generally sufficient, you can:

• edit them to change the content (language and formatting) to conform to your organization's standards, design, and/or requirements, and
• create your own email templates that can be customized to suit your needs.

Access event email templates

1. In the Admin Toolbar, click Admin.

2. Navigate to Email > Email Management > Email Templates.

3. Select Events from the Category menu.

The page refreshes and displays the default event-specific email templates plus any event-specific email templates that have been created by admins in your account.

Manage the list

Use the dropdowns and toggle buttons above the list to choose what displays. These options make it easy to distill the list down to, for example, only the templates in a specific community or only active templates.

TIP: Use multiple "filter" options in combination if you have a large list of templates.

From this page, you can edit the existing event-specific email templates and create custom templates.

Edit an event email template

1. Click a template's Edit button on the right.

2. On the Message Template Edit page, you can:

• Toggle the Active option to ON/OFF to enable/disable the template.
• Manage many other aspects of the template; use the instructions next to the field labels for guidance.

NOTE: If you change the content of the HTML Version or Text Version fields, take care not to change the event-data placeholders, which are enclosed in [ ]. Other than that, in the HTML Version field, feel free to use the formatting options in the toolbar to customize the message.

3. Scroll down and click Save to apply the changes.

Create an event email template

You can create and customize your own email templates. One of the benefits of this is being able to tailor your event's messages to your organization's needs.

Additionally, you can apply your custom messages to be used only with specific events, as described below in Customize an email message per event. When you do this, best practices indicate that you include the event title and message purpose in the name of the template, such as Spring Kickoff Registration Confirmation.

To create an event template:

1. Click Create in the upper right of the page.

2. On the Message Template Edit page:

NOTE: When you create an email template, you must select a Category (e.g., Events), regardless of whether you had filtered the templates list before you clicked Create.

• Toggle the Active option to ON/OFF to enable/disable the template.
• Specify the various aspects of the template; use the instructions next to the field labels for guidance.
• Template Name, Category, and Subject are required fields.

3. Scroll down and click Save to apply the changes.
4. Review the templates list and verify that your new template is listed.

Customize an email message per event

You can create custom email messages and associate them with specific events; this can be done on a per event basis. Then, any event action (such as registration or cancellation) that triggers a message will use the specific message that has been applied to the event for that action.

You can use messages in the default templates and your customized messages, however you chose, for your events.

EXAMPLE: You could use the default registration and payment-received messages, but then use a customized message for cancellation notifications in order to express regrets for the cancellation and encourage attendance at future events.

NOTE: You cannot associate custom email messages with the RSVP Only and External Registration event types.

This process has three high-level steps:

1. Create a custom email template (as described in the previous section) and customize it with the specific content that you want.
2. Allow event overrides.
3. Apply the template to the event.

Allow event overrides

To use custom email message templates for an event, you must ensure that the Event Type that your event is based on allows for event-level overrides.

To check/set event-level overrides:

1. In the Admin Toolbar, click Admin.

2. Navigate to Events > Types.
3. Locate the Event Type that your event is based on and click its Edit button.
4. Scroll down to the Email Templates section of the dialog to the setting Allow overrides at the event level?. and make sure it is set to Yes.

5. Scroll down and click Save.

Apply the template to the event

Now that you've created the custom email template for the event and ensured that overrides are allowed for the event, you can apply the custom template to an event action.

To apply the custom template to an event action:

1. In the Admin Toolbar, click Admin.

2. Navigate to Events > List.
3. Locate the event that you want to update and click its Edit button.
4. Scroll down to the Email Templates section, locate the event action (for example, Registration Confirmation) to which you want to apply a custom template, and click the dropdown.

5. Scroll through the list and select the custom template that you want to apply (such as Spring Kickoff Registration Confirmation).
6. Scroll down and click Save and update this event.

TIP: This step can also be done on the Manage Events page in the community.

Now, when users register for your Spring Kickoff event, the system will automatically send an email message that contains your customized content.

Promotional opt-outs for non-transactional emails

To ensure compliance with international data-privacy initiatives, by default, all email templates have links to Unsubscribe and manage email preferences that recipients can use to indicate what email messages they do not want to receive.

Additionally, all event-based email templates that are considered non-transactional can be set to a promotional opt-out group so that recipients can opt-out of receiving promotional messages.

NOTE: Promotional messages promote a product or service.

The following event-based email templates default to the Promotion opt-out group:

• Event Invitation
• Repeating Event Invitation
• Share Event

The following event-based email templates can be set to the Promotion opt-out group:

• Custom Event Invitation Template
• Event Details Changed Notification
• Event Maximum Registrations Notification
• Second Upcoming Event Reminder
• Upcoming Event Reminder

To set any of these templates to the Promotion opt-out group:

1. Click the template's Edit button (refer to Edit an event email template, above).
2. Select Promotion from the Opt-Out Group menu.
3. Scroll down and click Save to apply the changes.

When you assign an event-based email template to the Promotion Opt-Out Group, that template will be connected to its corresponding opt-out group on user profiles.

NOTE: Users can manage their own preferences in Profile > My Account > Email Preferences.