Customizing Confirmation Emails

 

In this article, we'll review step-by-step instructions and best practices for customizing confirmation emails.

To start, toggle over to the EMAILS tab.

 

 

When you open up this tab, you'll see there's a table called MANAGE CONFIRMATION EMAILS.

Within this table, there are different types of confirmation emails.

If your event is free, you will want to edit the DEFAULT CONFIRMATION.

If your event is paid, you will want to edit the DEFAULT TICKET CONFIRMATION.

There is also an option for BILL ME LATER TICKET CONFIRMATION, if your organization has that feature switched on.

 

 

If no other action is taken, the content of these templates will be used for every confirmation sent whenever somebody registers for the event, or accepts an invite to the event, or purchases a ticket to the event. For more information on how to amend your organization's default email templates, please refer to Customizing Default Email Templates.

 

The event I'm creating to demo this article is free, so we will click DEFAULT CONFIRMATION. 

 

 

This opens up the YOU'RE CONFIRMED pop up window. Within this window, there's a template email with black text and green text.

The black text is copy that is provided by SeatRobot as a starting template. The green text is also a template, but squares of green text work like merge fields in Microsoft Word. They're generated through the data about the event that you've provided to SeatRobot during setup. Each green text-square is clickable, delete-able, and customizable.

 

 

To add a new merge field, you put your cursor where you want the information to go, then navigate to these icons:

 

 

This icon displays GUEST FIELDS	This icon displays EVENT FIELDS	This icon displays USEFUL ACTION BUTTONS

 

Merge fields can be deleted. Simply place your cursor after the merge field you want to remove, and press backspace or delete. If you ever accidentally delete a merge field, you can re-add it by finding it again in the drop down menu.

There are infinite ways you can customize your confirmation email. Just like the event description window in SETUP, there are formatting tools to personalize everything. However, one item we recommend never deleting is YOUR REGISTRATION BUTTON.

By clicking this, your guests are able to reach their personal event confirmation webpage. If you delete this out of their confirmation emails, you're deleting their ability to navigate to the personalized event webpage.

 

 

If you do delete this button by mistake, you can re-add it by placing your cursor where you want it to be, toggling over the buttons and links icon, then clicking GUEST CONFIRMATION PAGE BUTTON.

 

 

In addition to customizing the body of your confirmation email, you can also amend your SUBJECT. By default, it will read 'You're Confirmed' - but we recommend personalizing it to your event. This will lessen the chance of your email getting lost in guest's inboxes.

 

 

Once you've finished customizing your confirmation email, make sure you press SAVE, otherwise your changes will be lost.

 

 

By default, the header image that appears at the top of your confirmation email will be the email header image that your organization established in the admin section.

To learn more about this process, please refer to this article.

If you'd like to change the header image, you can do so by clicking CHANGE EMAILS HEADER IMAGE in the right hand corner of the EMAILS page.

 

 

Once you click that button, this pop up window will appear. You can choose your new image by clicking SELECT IMAGE FILE, selecting your preferred image, uploading it, then clicking SAVE SELECTED IMAGE.

 

 

At this point, we'd recommend sending a test email to yourself to double check that everything looks good. To do this, reopen your DEFAULT CONFIRMATION email.

 

 

Then click SEND TEST EMAIL in the bottom left corner. This will send your confirmation email to the event manager (likely yourself if you're editing this event)

 

 

I've checked my email, and I can see my customizations, including my personalized SUBJECT LINE and EVENT HEADER IMAGE.

 

 

If we head back to the EMAILS page, you will notice a table below MANAGE CONFIRMATION EMAILS called INVITE / EMAIL HISTORY. This email history table only shows resends of any  confirmation emails launched by the event manager, announcement emails and invites. Confirmation emails sent out automatically when people register do not display here.

 

 

If you have multiple registration buttons, you can assign different confirmation emails to different buttons.

For more information on multiple registration buttons, please refer to Registration Options with Registration Buttons.

 

Start by making a copy of your DEFAULT CONFIRMATION (or DEFAULT CONFIRMATION - TICKET if your event is ticketed)

You can make a copy by clicking the COPY icon to the far right.

 

 

At this point you'd amend the confirmation email that you'd want to correspond to that registration button using the same process that we've outlined above. The only difference would be that once you make a copy, you now have the ability to amend the TEMPLATE NAME. For the event I'm editing, there is a virtual attendance option. Therefore, I have created an 'Attending Virtually' confirmation email and amended the copy in the body of the email to reflect that.

 

 

Once I press SAVE, and land back on the EMAILS page, you can click the button ASSIGN CONFIRMATIONS TO BUTTONS.

 

 

A pop up window will appear, which allows you to assign different confirmation emails to different registration buttons. For my event, I want the DEFAULT CONFIRMATION email to be sent to attendees who registered using the 'Register - IN PERSON' button. I want the ATTENDING VIRTUALLY email to be sent to attendees who registered using the 'Register - VIRTUALLY' button. Once everything has been assigned accurately, press SAVE.

 

Thank you! If you have questions about any of these features, please visit SeatRobot support.