Automated emails to attendees

  • Updated

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There are 9 automated event emails that can be sent out to the attendees. This guide provides a brief description of all automated emails and explains the email actions and statuses.

Important: On the legacy Starter plan, these emails are sent automatically and cannot be customized. To learn more about editing emails, refer to our guide on Customizing automated emails to attendees.

Email actions and statuses

To access automated emails, navigate to Event Dashboard > Marketing > Customize Emails.

All emails are active by default. If you are using the Mailchimp integration or another third party solution to send emails, you can toggle off Send all system emails to stop emails from being sent. Emails can be also disabled individually. 

To remove the .ics file from both the confirmation emails and reminder emails, toggle off Calendar invites in all emails. Attendees will still be able to add the event to their calendar by clicking the calendar button in the body of the emails.

Hover over each email to perform further actions, such as:

  • Edit the email template to suit your needs.
  • Disable/Resume the email.
  • Reset the email template to default (if it has been edited).
  • Preview the email.

Available statuses for the emails are:

  • Disabled: email is stopped and won't be sent out to attendees.
  • Enabled: the default email will be sent out to attendees.
  • Enabled - Unsaved changes: the customized template is in draft mode and the changes in the email are not live yet.
  • Enabled - Custom email: a customized email will be sent out to users.

Email overview

1. Order confirmation: Delivered when the user purchases a ticket. 

Note: There are two different emails: for virtual and for hybrid tickets. An email for hybrid tickets will also contain a QR code. 

 

 

2. One-hour reminder: Delivered 60 minutes before the event starts.

3. One-day reminder: Delivered 24 hours before the event starts.

4. Magic Link Invitations: Invitations sent by Magic Link (available on Advanced plans).

  • If the invitee already has a RingCentral Events account associated with their email address, the email will say Login & Join Event.
  • If the invitee does not already have a RingCentral Events account, the email will say Verify Registration, and clicking on it will create an account for them. See more details in our guide on Creating and using Magic Links.

5. Start time changed: Delivered to registrants when the event start time is updated in the Basics page of the Event Dashboard.

6. Refund processed: Triggered when refunding a ticket. See our guide on Removing and refunding attendees for more details.

7. Ticket cancelled: Triggered when a registrant has been blocked by the event organizer. See our guide on Removing and refunding attendees for more details.

8. Early Access: If you have enabled Early Access, attendees will be notified when the doors have opened and they can book seats, set their agenda, and schedule meetings.

9. Post-event invitation: If you have enabled post-event Replay and published the recordings, attendees will be sent a post-event invitation two hours after the event ends.

Uneditable footer

Event email contains an uneditable footer that 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.