Automatic Emails to Event Hosts
After an event is created the toolset will automatically begin sending the event host a series of emails. The following chart explains when each email is sent.
| Email Name | ("Subject Line") & Content | Sent |
|
Create Event Thank You Email |
("Next Steps for your New Event") Thanks the host for creating an event, reiterates the event details, and asks them to share the event on social media. |
When a user creates an event. |
| Approaching Event Email Reminder for Host |
("Your upcoming event") Reminds the host that their event is coming up and reiterates the event details. |
For in-person events, one day before the event is scheduled to begin. For virtual events, two hours before the event is scheduled to begin. |
| New Host Thank You Email |
("Thanks for agreeing to host the event: [Event]") Thanks the new host for agreeing to host the event, reiterates the event details, and asks them to share on social media. |
When an admin changes the host of an event. |
| Pre-moderation email for new events |
("Your event is being reviewed: [Event]") Informs the host that their event is being reviewed by admins (if the organization is using pre-moderation). |
When a user creates a new event.* |
| New event approved email |
("Your event has been approved: [Event]") Informs the host that their event has been approved by admins (if the organization is using pre-moderation). |
When an event is approved by admins.* |
| Offline host notification email |
("Confirm your [Event] event at [Organization]") Thanks the user for agreeing to host the event and sends them a unique link to complete their account creation. |
When an event is created by an admin through the "Recruit Hosts" tool. ∆ |
| Approaching Event Email Reminder for Host |
("Your upcoming event") Reminds the user that their event is upcoming and reiterates the event's details. |
For non-shifted events, one day before in-person or 2 hours before virtual events.
For shifted events, one day before in-person or 2 hours before the first shift of each day there's a shift. |
| Inappropriate content notification message for events |
("Your event has been marked as inappropriate") Informs the user that their event has been moderated as inappropriate and asks them to edit their event to bring it into community guidelines. |
When an event is moderated as inappropriate. |
* These emails are only sent if the user has pre-moderation enabled.
∆ This email is not customizable
Automatic Emails to Event Attendees
In addition to event hosts, automatic emails will also be sent to event attendees.
| Email Name | ("Subject Line") & Content | Sent |
| Thank Attendee RSVP Email |
("RSVP confirmation for [Event]") Thanks the attendee for RSVPing to the event, reiterates the event details, and asks them to share the event on social media. |
When a user RSVPs to an event. |
| Promoted from Waitlist to Attending Email |
("Space has opened up for [Event]") When an event has an attendee limit, new attendees are added to a waiting list. When new space opens up, the user at the top of the waitlist is notified that they can now attend the event. The email also reiterates the event details. |
When an attendee is promoted from the waiting list. |
| Event Updated Email |
("The event '[Event]' has been updated") Notifies the attendee that an event's details have been updated. |
When an event's location or start date/time is changed. ∆ |
| Event Cancelled Email |
("The event '[Event]' has been cancelled") Notifies the attendee that an event has been cancelled. |
When an event is cancelled. ∆ |
| Approaching Event Email Reminder for Attendees |
("Your upcoming event") Reminds the attendee that they RSVPed to the event and reiterates the event's details. |
For non-shifted events, one day before in-person or 2 hours before virtual events.
For shifted events, one day before in-person or 2 hours before the attendee's first shift of each day they've RSVPed to a shift. |
| Attendee Shifts Changed Email |
("Update to your shifts for [Event]") Sends updated shift information if a host changes an attendee's shift schedule. |
Sent five minutes after the event host updates an attendee's shift schedule. |
| Event Forum Magic Link Email |
("Forum access link for [Event]") Thanks the attendee for RSVPing to the event and sends them the magic link to confirm their identity and grant them access to the event forum. |
When an attendee requests an event forum 'magic link'. |
| Attendee Confirmation Email |
("Please confirm your RSVP for [Event]") Thanks the attendee for RSVPing to an event and asks them to confirm their RSVP. |
When a user RSVPs to an event.† |
† This email is only sent if the organization has email confirmation (double opt-in) enabled.
∆ This email is not customizable
Comments
1 comment
The Attendee Confirmation Email will be sent even if the organization has not activated email confirmation (double opt-in).
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