Your event can send automatic emails to participants when they do something. For example, they get an email when they enter, join a waiting list, are offered a waiting list place or are refunded. These are called transactional emails, and they're one of the easiest ways to stay in touch with your participants.
These emails go out under your event's name and branding, not Eventrac's. If you've set up your own domain, they can even come from your own email address (see Sending Emails from Own Domain).
Every event can have its own customised emails. To save you time, though, each event automatically uses your global email templates unless you change them.
There are two ways to change an event email:
Message Body: add your own text to the email quickly. The layout stays the same.
Edit HTML: change how the whole email looks using a drag and drop editor.
Where to find this feature
From your event, go to Setup → Emails.
Global emails vs event emails
Global emails are set up once and used by every event. If you want all your events to share the same branding, this is all you need to do. Set up your global emails once, and every event will use them automatically. See Adding your Branding to Transactional Emails and Email Templates Overview.
Event emails let you give one event something different, such as its own design, a sponsor's logo or extra event-day information. Your other events won't be affected.
We recommend setting up your global emails first, then only customising an event's emails when that event needs something different.
Adding your own text (Message Body)
Use this when you just want to add a message to the email. For example, you might want to add a welcome note or parking information.
Go to Setup → Emails and click Edit next to the email you want to change. If you can't see an Edit button, you may need to enable the email first.
Customised Subject: the default subject is shown (e.g.
Entry Confirmation - %occasion_name%). You can change it if you'd like.Message Body: type your text. It appears in the email wherever the
%custom_message%merge tag sits, and the Live Preview on the right updates as you type.Race-specific text (optional): choose a race from the Race/Ticket drop-down and add text in Race Specific Text. Only participants in that race will see it.
CC / BCC this email to… (Entry Confirmation only): add extra email addresses, separated by a semicolon.
Click Save Changes.
❗ Message Body text only appears if the %custom_message% merge tag is in the email.
Race-specific text needs %registration_category_confirmation_email_text%.
Changing the look of the email (Edit HTML)
Use this when you want to change more than one block of text. For example, you might want to add images, rearrange sections, add buttons or change the design.
Open the email as above and click the orange Edit HTML button [CONFIRM].
Use the drag and drop editor to add, move or remove blocks such as images, text and buttons.
To add details like the participant's name or race, pick a merge tag from the merge tags drop-down
Click Save Changes
❗ Only use merge tags from the drop-down. It lists the tags this email can use. If you copy or type tags from somewhere else, they may show as blank or as raw code in your participants' inbox.
❗ If you remove %custom_message% or %registration_category_confirmation_email_text%, your Message Body and race-specific text will stop showing.
Going back to your global email
Once you edit an event email, it stops following your global email, so later changes to your global email won't reach it.
To go back to the default, click Use Default.
Related guides
Entry Confirmation Email: tips on writing a great confirmation email