Email Confirmation Engine: Customizing Responses Based on RSVP

Introduction

Our email confirmation engine is designed to streamline your communication by sending customized emails based on the attendee's RSVP response. This guide explains how the engine works and how you can set up different emails for RSVP Yes, RSVP No, and RSVP Pending responses.

{primary} Before you start, make sure you also understood how to setup your email provider.

How the Email Confirmation Engine Works

Overview

The email confirmation engine allows you to automate and customize the emails sent to attendees based on their RSVP response. This ensures that your communication is relevant and specific to each attendee's response, enhancing their experience and improving your event management.

RSVP Scenarios

We foresee four different RSVP scenarios:

  1. RSVP Yes
  2. RSVP No
  3. RSVP Pending
  4. RSVP Changed

For each scenario, you can configure a separate email to be sent automatically when the attendee submits the form.

Configure Emails for Each RSVP Response

RSVP Yes

This email is triggered when a new subscription is submitted via the registration form, and the RSPV status is Yes.

This trigger is ideal to let your guest know you received the subscription well, and provide your guest with additional information, or a download link to the e-ticket.

Settings

  • Send on subscription: If this is disabled, a subscriber will not receive an email after filling in the form. A backoffice admin can still send this email manually.
  • Enable 'mail opened' tracking: The email will be tracked.
  • Send to each recipient individually: When the toggle is on, emails will be sent separately to each attendee within an order.
  • Attach iCal: Attach an iCalendar file to the email. If this is enabled, make sure to read the section on iCal.
  • Attach e-ticket: Put an e-ticket in a pdf as an attachment in the email. E-tickets can also be distributed via url, as some spam filters block pdf attachments. Read more in the e-ticket



RSVP No

This email is triggered when a new subscription is submitted via the registration form, and the RSPV status is No.

This trigger is ideal to thank the subscriber to let you know they are not able to come. Or you could send them a link to an online meeting.

Settings

  • Send on subscription: If this is disabled, a subscriber will not receive an email after filling in the form. A backoffice admin can still send this email manually.
  • Enable 'mail opened' tracking: The email will be tracked.



RSVP Pending

This email is triggered when a new subscription is submitted via the registration form, and the RSPV status is Pending.

This trigger is ideal to send an email to convince them to come ;)

Settings

  • Send on subscription: If this is disabled, a subscriber will not receive an email after filling in the form. A backoffice admin can still send this email manually.
  • Enable 'mail opened' tracking: The email will be tracked.



RSVP Changed

This email is triggered when a new subscription is submitted via the registration form, and the RSPV status is Pending.

This trigger is ideal to let them know you well received their status change.

Settings

  • Send on subscription: If this is disabled, a subscriber will not receive an email after filling in the form. A backoffice admin can still send this email manually.
  • Enable 'mail opened' tracking: The email will be tracked.

Benefits of Using the Email Confirmation Engine

Streamlined Communication

By automating the email responses based on RSVP status, you can ensure that each attendee receives relevant and timely information. This reduces manual effort and minimizes the risk of errors.

Personalized Messaging

Customized emails based on RSVP responses allow you to address attendees' specific needs and queries. Personalizing the communication can improve attendee engagement and satisfaction.

Improved Event Management

Automated email confirmations help you manage your event more efficiently. You can keep track of attendee responses and ensure that everyone has the information they need.

Conclusion

Our email confirmation engine simplifies and enhances your event communication by sending customized emails based on RSVP responses. By setting up different emails for RSVP Yes, RSVP No, and RSVP Pending scenarios, you can provide clear, relevant, and personalized information to your attendees.

For further assistance, contact our support team or visit the help center.