Configuring Event Emails

When a user/patron registers for an event through the built-in Stacks registration, email notifications will be sent to confirm their registration, if they were added to a waitlist, or if their event has been modified or cancelled.

Users with the Administrator, Moderator, Event Manager,  or Program Manager role all have access customize these email notifications to ensure the user/patron is well informed on the details related to their event and registration.

What email notifications can be sent?

Below is the list and brief description of the different notifications that may be sent to users/patrons.

• Registration Notification
  • This is the email sent indicating someone has successfully registered for an event
  • Important, the default message for this notification contains links that allow the user to modify or delete their event registration. This only applies to those with a Stacks paton/user account, consider updating this message if your patrons do not have logins for Stacks
• Waitlist Notification
  • This is the email sent indicating registration is full and the person has been added to a waitlist
  • Important, the default message for this notification contains links that allow the user to modify or delete their event registration. This only applies to those with a Stacks paton/user account, consider updating this message if your patrons do not have logins for Stacks
• Promotion Notification
  • This email will be sent if a person who was on the waitlist has been promoted from the waitlist to be a successfully registered attendee for the event
  • Important, the default message for this notification contains links that allow the user to modify or delete their event registration. This only applies to those with a Stacks paton/user account, consider updating this message if your patrons do not have logins for Stacks
• Instance Deletion Notification
  • This email will be sent to inform registered attendees (and those on a waitlist) that their particular event instance has been deleted
    • NOTE: changing an event's date/time will also trigger this email, in this scenario Stacks will delete the event and re-create it with the new date/time. If there are existing registrations for this event, these will be deleted
• Series Deletion Notification
  • This email will be sent to inform registered attendees (and those on a waitlist) that the event series has been deleted
    • NOTE: changing an event series date/time will also trigger this email, in this scenario Stacks will delete the series and re-create it with the new dates/times. If there are existing registrations for these events, these will be deleted
• Instance Modification Notification
  • This email will be sent to inform registered attendees (and those on a waitlist) that their particular event instance has been changed/modified
• Series Modification Notification
  • This email will be sent to inform registered attendees (and those on a waitlist) that the event series has been changed/modified
• Registration Reminder
  • This is the email sent to remind the registered attendees of the event they registered for

Customizing Event Emails

You have the ability to both enable or disable these email notifications, as well as customize the messaging in each as needed.

1. From the Dashboard, click the Events Management tile
2. Click the Event Emails tile
   1. Send Email Notifications?, when enabled, the emails enabled below will be sent for event registrations and event updates
   2. Send Email Notifications using a queue?, check this box to send email notifications in a batched queue process
      1. This can be beneficial when sending notifications to a large or massive list of registrants, especially for events in a series
   3. Emails section
      1. For each notification type listed on the left side of the screen, the same basic fields will appear to configure the email, this includes:
         1. Notification checkbox, check this box to enable the notification to be sent, or uncheck this box to disable the notification
            
            1. Eg. Registration Notification, Waitlist Notification, Instance Deletion Notification, etc.
         2. Subject
            1. Edit the subject as needed, click the Browse available tokens link near the bottom to browse and select tokens (values specific to the event, like title, date, etc.) to be included in the subject
         3. Body
            1. Edit the message body as need, click the Browse available tokens link near the bottom to browse and select tokens (values specific to the event, like title, date, etc.) to be included in the message body if needed
   4. Click Save configuration to save your changes