Eventify sends automatic emails for registration, tickets, sessions, meetings, booths and more, and each one uses an event email template you can change. This article shows where the templates live in the Eventify event management platform, what triggers each one, and how to edit, switch off and test them.
Open Settings > Email Templates
#image# Email Templates page with the Categories list on the left and the template table
- In the admin panel, go to Settings > Email Templates.
- Pick a category on the left, or type in Search by email name.
The table shows each template's Email Name, Email Triggered (what sends it), Assigned User Group and the Action buttons. Templates that are switched off are listed under Disabled Templates at the bottom of the page.
Template types and what triggers each one
The templates are grouped into categories. The Email Triggered column tells you when each one is sent.
- Registration Emails: Welcome, User on Waitlist, User Confirmation, Registration Approval, Registration Rejection, Login Email.
- Ticket Emails: Ticket Order, Ticket Order Pending, Ticket Assign, Ticket refund, Cart Abandoned, Ticket Rejection, Ticket Pending Approval, Ticket Payment Request, Unassigned Tickets.
- Abstract Management Emails: Abstract Submission, Abstract Reject, Abstract Verify, Reviewer, Reviewer New Assignment.
- Booth Management Emails: Booth Assigned, Booth Application Submitted, Booth invoice payment.
- Notification Emails: Push Email, Survey Email.
- Meeting Emails: Add Meeting, Cancel Meeting, Reschedule Meeting, Accept Meeting.
- Other Emails: VVIP Check-in, Session RSVP Confirmed, Session RSVP Waitlist, Session RSVP Seat Available, Session Buy, Badge Printing, Certificate, New Chat Notification.
A few triggers worth knowing:
- Welcome is "Triggered Manually", when you send welcome emails yourself.
- Ticket refund goes out for refunds on tickets.
- Unassigned Tickets is sent "When a buyer is reminded to assign their remaining tickets".
- VVIP Check-in is sent "When VVIP has checked in".
- Session RSVP Waitlist is sent "When a user is added to a session RSVP waitlist".
The abstract templates only appear when the abstract module is switched on for your event.
Edit a template and insert variables
#image# Email template editor with the Settings column, the content editor and the Instructions panel
- Click the pencil icon on the template's row. The editor opens.
- In the Settings column on the left, change the Email Template Name or Email Subject, and add a CC Email or BCC Email if you need copies.
- Edit the message in the editor in the middle.
- Click Show Variables to see the variables you can use in this template.
- Click Save.
The Instructions panel on the right explains what the template is for. Keep these rules in mind:
- Text inside curly braces, such as {manageorder}, is a variable. Don't edit or delete it, or that information goes missing from the email.
- In registration templates you can use {{variable_name}} to print an answer from your registration form, {primary_category} for the attendee's primary category and {rsvp_sessions} for their RSVP sessions.
Other buttons in the editor:
- Paste Raw Html lets you paste your own HTML. Switch To Editor Mode goes back to the editor.
- AI Fix Template inlines the CSS, fixes Outlook compatibility and keeps your variables. You see a Before and After preview and choose Accept Changes or Reject.
- RESET brings back the default template.
Some templates have extra settings in the left column, such as Send badge as attachment on the Welcome and Ticket Assign templates, Add Cart Abandoned Trigger Time on Cart Abandoned, and Add Admin to notify on Social Content Reported.
Turn a template off or back on
- Click the switch in the template's Action column.
- In the Disable Template window, click OK. You see "Successfully Disabled".
The template moves to Disabled Templates and Eventify stops sending that email. Buttons in the admin panel that rely on it, such as sending badge emails, show that the email is disabled with an Enable it here link that brings you to this list.
To turn it back on, click its switch under Disabled Templates and click OK in the Enable Template window.
Templates you created yourself also have a delete icon. The default templates can't be deleted.
Use a different template for a user group
Registration emails such as Welcome, Ticket Assign and Login Email can have a separate version for each user group, for example one welcome email for exhibitors and another for attendees.
- Click Create New.
- In Create Email Template, enter the Email Template Name.
- Choose the email in Select a Trigger, then pick the groups in Assign an user group.
- Enter the Email Subject Line.
- Choose Clone From Existing and pick a template in Clone Email from, or choose Create From Scratch.
- Click Save, or Save & Edit Template to open the editor straight away.
More detail is in How To Customise Email Templates For User Groups?.
Send a test email
#image# Test mail window with the Receiver's Email field
- Open the template in the editor.
- Click Send Test Email below the content.
- Enter the address in Receiver's Email. It must belong to someone in your event.
- Click Send, then Send again to confirm.
The test uses fixed sample data, not the details of a real attendee.
The settings icon next to Create New holds Email Date & Time Formats and SMTP Settings, if you want to change date formats or send through your own mail server.
Common questions
How do I stop Eventify sending a particular email?
Turn off the template's switch in the Action column and confirm. It moves to Disabled Templates and isn't sent until you turn it back on.
How do I get the original template back after editing it?
Open the template and click RESET, then confirm. The default content comes back.
Why is my test email not arriving?
The receiver's email must belong to someone in your event. Check the address, and see Troubleshooting Email Delivery Issues if it still doesn't arrive.
Why can't I see the abstract email templates?
They only show when the abstract module is switched on for your event.
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Need more help? Contact Eventify support from the admin panel.
