Nine automated system emails can be sent out to the registrants. This guide briefly describes all system emails and explains the email settings, actions, statuses, and analytics.
Note: Automated emails are sent to the registered users only (go to Event Dashboard > Registration > Registrants to review the list of registrants). If someone has been sent a Magic Link invite but hasn’t accepted it yet, you can resend the invite or send a custom email to remind them.
Important: These emails are sent automatically and cannot be customized on the legacy Starter plan. To learn more about editing emails, refer to our guide on Customizing automated emails to attendees.
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Managing system emails
To access system emails, navigate to Event Dashboard > Marketing > Emails.
Email settings
All emails are active by default. If you are using the Mailchimp integration or another third-party solution to send emails, to stop all system emails from being sent, click the Gear icon and toggle off Send all system emails. Emails can also be disabled individually.
To remove the .ics file from the confirmation and reminder emails, click the Gear icon and toggle off Calendar invites in all emails. Attendees can still add the event to their calendar by clicking the calendar button in the body of the emails.
Email actions
Click the Menu icon ••• to perform further actions, such as:
- Edit the email template to suit your needs.
- Disable/Enable the email.
- Reset the email template to default (if it has been edited).
Email statuses
Available statuses for the emails are:
- Disabled: The email is stopped and won't be sent out.
- Enabled: The default email will be sent out.
- Enabled - Unsaved changes: The customized template is in draft mode, and the email changes are not yet live.
- Enabled - Edited: The customized email will be sent out.
Email analytics
Once sent, each email displays delivery and open rates. Click on the selected progress bar to open a table with the list of all recipients and their delivery or open date & time and status. Click Download report to download a CSV file with a detailed log of all recipients.
- Delivery rate is the percentage of emails accepted by the recipient's mail server.
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Open rate is the percentage of emails opened by the recipient.
Note: Open rate is tracked using a small, transparent, one-pixel image inserted at the bottom of all emails. Since not all email clients load images by default, there may be instances where recipients open an email and even click on a link, but it won’t be counted as an open. Apple Mail, Google Gmail, Microsoft Outlook, and Mozilla Thunderbird are known to block images from loading automatically by default.
Tip: To learn more about email analytics and improving email deliverability, refer to our guide Email delivery, deliverability and open rates.
Email overview
1. Order confirmation: Delivered when the user purchases a ticket.
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 Invites: Invitations sent by Magic Link. For more details, refer to our guide on Using Magic Links.
- 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 have a RingCentral Events account yet, the email will say Verify Registration. Clicking Verify Registration will create an account for them.
5. Start time changed: Delivered to registrants when the event start time is updated on the Basics page of the Event Dashboard. For more details, refer to our guide on Changing your event start and end time.
6. Refund processing: Triggered when refunding a ticket. For more details, refer to our guide on Removing, blocking and refunding registrants.
7. Ticket cancellation: Triggered when a registrant has been blocked by the event organizer. For more details, refer to our guide on Removing, blocking and refunding registrants.
8. Early Access: If you have enabled Early Access, attendees will be notified when the doors open, and they can book seats, set their agendas, 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
All system emails contain an uneditable footer with essential components such as terms and conditions and an option for recipients to unsubscribe from all communications. This ensures compliance with privacy laws.