These cover entry confirmations, merchandise purchases, donations, refunds, results, waiting lists, and more.
You can customise these templates to reflect your event branding and messaging.
📍 Accessing Email Templates
Navigate to:
Dashboard → Organisation Settings → System Options → Email Templates
From here, you can:
View available email templates
Edit template content and subject lines
Enable or disable emails
See whether a template has been customised
Tip: Most organisers only need to customise their Entry Confirmation Email to get started.
✏️ Customising an Email Template
To edit an email, click the Customise button alongside the template.
Before You Start
Merge tags (e.g.
%Subject_name%) insert participant-specific information automatically.Avoid removing merge tags unless you're certain they're no longer required.
Opening and saving a template will mark it as customised, even if no changes are made.
Customising the Subject Line
You can create your own subject line for any email template.
Leave the subject field blank to continue using the default subject line.
🖼 Brand Your Emails
Adding your branding helps create a professional and consistent participant experience.
We recommend:
Adding your organisation logo to the email header (Recommended size 600 x 300 maximum)
Including social media links in the footer
Testing emails on both desktop and mobile devices
Uploading Images
Images must be uploaded to your My Files folder before they can be used within email templates.
Files stored in shared folders cannot be used in email templates.
Video Guide
Customising Other Email Templates
While the Entry Confirmation Email is the most commonly edited template, you can customise any automated email.
Examples include:
Waiting list notifications
Refund confirmations
Merchandise emails
Membership communications
This can be useful when you need to explain a specific process or provide additional guidance to participants.
For more advanced email design and automation, see our Custom Emails Guide.
🔍 Previewing
Before publishing changes, we recommend reviewing your email using the available testing tools.
Available actions include:
Preview – View desktop and mobile layouts
Save as Template – Create a reusable design
Show Structure – Display the email layout and content blocks
⚙️ Additional Options
Option | Description |
Reset Email | Restore the default template |
Help | Open the Beefree editor help centre |
Save | Save your changes |
Don't forget: Changes won't be applied until you click Save.
Best Practices
Keep subject lines clear and concise.
Use merge tags to personalise communications.
Add your branding for a more professional appearance.
Send a test email before making templates live.
Review emails on both desktop and mobile devices.
Summary
Email Templates allow you to personalise the participant experience while maintaining automated communications throughout the event lifecycle.
For most organisers, customising the Entry Confirmation Email, adding branding, and testing the layout is all that's needed to create a professional, on-brand experience.