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Customizing emails

  • Updated

There are 9 automated system emails that you can disable or customize to suit your event format and branding. Additionally, you can create custom emails. This guide explains how to customize emails and use the email editor effectively.

Opening email editor

  • To customize system emails, go to Event Dashboard > Marketing > Emails > System emails. Click the the Menu icon ••• and select Edit. 

  • To create or customize a custom email, go to Event Dashboard > Marketing > Emails > Custom emails. Click Create email to start from scratch or click the Menu icon ••• and select Edit to customize an existing email.

Email editor overview

The email editor consists of two parts:

  • The editor itself on the left side: here you can customize the email subject and body. 
  • The preview on the right side: here you can select a test attendee and a test ticket to check what your email will look like. Click Send test email to receive the test email.
    Note: Every custom email has an uneditable footer, which includes essential components such as terms and conditions and an option for recipients to unsubscribe from all communications. This ensures compliance with privacy laws.
    Note: Regardless of selecting yourself or another registrant, you will receive the test email. It will display as it would to the selected person & ticket.
    Warning: The magic links are not generated in the preview mode and in the test emails. This is an expected security measure to prevent signing in under a different user account.

Click Save email if you're satisfied with your email preview and would like to save the changes. To verify your customized email has been saved correctly, revisit the System emails list in your Event Dashboard and find the email you edited. Under Status, it should say Enabled - Edited If the email status is Enabled - Unsaved Changes, you'll need to edit the email and save it.

Customizing emails in RingCentral Events

In our default email templates, the body utilizes an HTML table for layout, where elements like buttons are implemented as table cells. You can either use the existing layout or create a new email from scratch.

The email body toolbar offers various formatting options for customizing your email text directly. If you are proficient in HTML and CSS, you can click Source to access the email code for more advanced customization.

We support a template language to enable you to insert custom variables into your email templates. Click Custom Variables to review all of them in the drop-down. To learn more, refer to our guide on Custom variables in emails.

  • To customize a hyperlink added to text or a button, in the email body editor, click on the hyperlinked text. You will see the linked URL or the tag. Click the Pencil icon to edit it. 

  • To customize button color, in the email body editor, click Source to access the source code. Here you'll need to find the CSS code targeting your button.

    In the One hour reminder and One day reminder emails, search for the following code to change the background color or text color of the Go to event button. Replace the highlighted HEX code with your desired color HEX code. 

    If you want to change the hover color, look for this code and do the same.

    In the Order confirmation email, the code looks different. Search for the following codes to change the background color or text color of the Join event button.

  • To create a new button from scratch, you will need some basic understanding of HTML and CSS. Buttons can be created as table cells.

    Tip: We also recommend adding a button as a one-cell table within a new line on a table. This will ensure a better button display in certain email clients, including Outlook desktop, that do not support CSS styles for widths and heights.

    1. Add a new row to the existing table.
    2. Paste a new table with one table cell. This will be your button. 
    3. Add your hyperlinked text or a link-based custom variable to the table cell. 
    4. Click Source to access the source code. Here you'll need to find the HTML code for your new table cell.
    5. Add a class name to your <td> HTML tag so you can target it with CSS (e.g. my-new-button). You may also need to target the liquid tag class name to customize the text color.  
    6. Scroll up and add your CSS customization within <style> and </style> tags.



      For your convenience, you can copy and paste our example and adjust the color HEX codes:       
      <style>
      .my-new-button { background-color: #1d6eaa; border-radius: 4px; font-size: 16px; padding-bottom: 10px; padding-left: 20px; padding-right: 20px; padding-top: 10px; text-align: center; margin-top: 20px; margin-bottom: 20px;}
      .my-new-button:hover { background-color: #215c8b;}
      .my-new-button .widget-liquid-tag {color: #ffffff !important;}
      </style>
    7. Preview your email to ensure your new button looks good.

  • To add an image to your email body:

    1. Place your cursor on the line where you would like to insert your image. It will be embedded as an inline image.
    2. Drag and drop a file from your desktop. Alternatively, click on the Image icon in the email editor toolbar to upload an image file from your desktop. You can also click the Arrow icon in the toolbar to upload an image via URL.
    3. Click on the image in the email body to perform further edits:
      • Click one of the Alignment icons to change the image alignment.
      • In the drop-down, you can resize your image to 50% or 75%.
      • Click the Caption icon to add image caption. 
      • Click the Eye icon to add/change image alternative text.
      • Click the Link icon to add a hyperlink. 

    Tip: There are several image-based custom variables you can use to insert your event banner, event logo, host profile image, and registration QR code. To learn more about it, refer to our guide Custom variables in emails.

    When adding images to your email please follow these recommendations to help make sure your images look great:

    • Format: Save your images as PNG, JPG, or JPEG. Use the PNG format to maintain transparency.
    • Color profile: Save your images with the RGB color profile. CMYK, used for printing, doesn't render accurately in emails and on web pages.
    • File size: Keep your image file under 1MB. Larger images may cause loading issues. 
    • Image resolution: Keep your image width under 600px, which is the width of our email templates. The safest strategy is to upload an image in the desired display resolution.
      Warning: Some email clients, including Outlook, do not support CSS styles for widths and heights and will display your images at their actual size. This may lead to large images that break your emails.
    • Content balance: Balance text and images. Never send one big image with little or no text.
    • Alt text: Add alt text to your images. It is essential for accessibility and for viewers who might have trouble downloading your images. 

Importing HTML from external email service provider

Alternatively, you can build your email in another email service provider (e.g. MailChimp). In the RingCentral Events email editor, click Source to insert your email campaign HTML code. Here are a couple of things to keep in mind:

  • Uneditable footer: Every automated email has a default footer, which includes essential components such as terms and conditions, as well as an option for recipients to unsubscribe from all communications. This ensures compliance with privacy laws. Ensure your custom email doesn't include a footer. 
  • Custom variables: Manually replace your placeholder hyperlinks with our built-in custom variables to personalize your email further. To learn more, refer to our guide on Custom variables in emails.

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