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Email Management

Manage reusable email templates, send bulk emails to tagged guests, and edit automated event emails (confirmations, reminders). Personalize with merge fields and safe RSVP links.

Quick Links

Templates · Bulk sends · Automated emails · FAQ · Assets

Screenshots & Videos

Replace placeholders with real assets under /images and /videos (static folder).

Overview​

Templates are the building blocks for bulk sends and system emails. Use the visual editor to compose content, insert replaceable fields, and preview before sending.

Email Templates​

Templates are the building blocks for both bulk sends and reference content.

Your browser cannot play the embedded video. Download the MP4.

Template authoring: editor, replaceable fields, and preview.

Create a template​

  1. Click "Create Template".
  2. Fill in:
    • Template Name
    • Email Subject
    • From Email Address (must be a valid email)
    • Tags (optional)
  3. Compose content with the visual editor. You can paste HTML or use blocks.
  4. Use the "Replaceable Fields" panel to discover available merge fields for selected Tags. Click a field to copy its token and paste into the editor.
  5. Save.

Notes

  • JSON design is automatically stored if you use the editor; raw HTML is always stored.
  • Tags help you discover common form fields across selected tags.

Edit a template​

  • From the list, click Edit.
  • Update Subject, From, Tags, and content.
  • You can soft-delete a template and restore it later.

Delete, Restore, Permanently delete​

  • Delete moves a template to trash (soft delete).
  • Restore brings it back.
  • Permanently delete (force delete) is irreversible.

Bulk send emails​

Send one template to many guests by Tag.

  1. Open Send Bulk Emails.
  2. Select a Template.
    • The preview shows the template HTML (placeholders remain visible in preview; personalization happens on send).
    • The Tags dropdown updates to the template’s assigned tags for convenience.
  3. Select one or more Guest Tags for recipients.
    • Recipient estimate appears based on selected tags.
  4. Click Send Emails.
  5. Confirm in the modal. The job is queued and processed in the background.

Notes

  • Bulk sends are handled by the queue (asynchronous). Large sends won’t block your browser.
  • Ensure your mailer and queue workers are running.

Automated Event Emails​

These are system-triggered emails (e.g., registration confirmation) configured per event.

  • Open the Automated tab/page for the event.
  • Edit Subject, From, and content as needed.
  • Save. Changes apply to future triggers for that event.

Personalization reference​

You can insert the following tokens in your template content. They will be replaced per recipient at send time.

Common tokens

  • RSVP Yes Link: {{rsvp_yes_link}}
  • RSVP No Link: {{rsvp_no_link}}
  • RSVP Maybe Link: {{rsvp_maybe_link}}

Guest form fields (from selected Tags’ forms)

  • Tokens are shown in the editor when you select Tags.
  • Format: {{guest.form_data.FIELD_KEY}}
  • Example: {{guest.form_data.first_name}}, {{guest.form_data.company}}

Tips

  • In the editor preview you will still see tokens. They are replaced only when sending.
  • Only fields common to all selected Tags are shown in the helper panel.

Permissions​

ActionPermission
View templates listemail-template.viewAny
Create templateemail-template.create
Edit templateemail-template.edit
Delete (soft) templateemail-template.delete
Restore templateemail-template.restore
Permanently delete templateemail-template.forceDelete
Send bulk emailsemail.send
View Automated Event Emailsautomated-event-email.viewAny
Edit Automated Event Emailsautomated-event-email.edit

Best practices​

  • Always preview before sending. Consider sending to a small internal tag first.
  • Keep subjects concise; use personalization sparingly.
  • Reuse templates to ensure consistency across campaigns.

Troubleshooting​

IssueFix
Recipient count is 0Check selected Tags actually have guests in this event.
Tokens don’t replace in previewExpected; replacement occurs on send. Send a small test batch to verify.
A form field token is missingOnly fields common to all selected Tags are shown. Ensure Tags share the same form field keys.
Invalid From emailUse a valid email address. Your mail server may require a verified domain.
Not authorizedAsk an admin to grant the appropriate permission from the table above.

Assets (Screenshots & Videos)​

Place real assets under /images and /videos (inside the static folder). Recommended:

  • /images/email/placeholder-email-dashboard.png
  • /images/email/placeholder-email-dashboard1.png
  • /images/email/placeholder-email-template.png
  • /videos/placeholder-email-template.mp4

Last updated: 2025-11-12