Automated Participant Emails

Automatic Emails

The system automatically sends emails at key moments:

Registration Confirmation

Sent immediately after successful payment:

• ✅ Order confirmation with details
• 📎 Ticket PDF attached
• 💰 Payment receipt
• 📍 Event location and details
• 📞 Your contact information

Event Reminders

Automatic reminders sent to all participants:

• 7 days before: "Event coming up!" reminder
• 3 days before: Final details and preparation tips
• 1 day before: "See you tomorrow!" with logistics

Event Updates

Triggered when you make changes:

• Event details changed (date, time, location)
• Important announcements
• Weather updates or postponements
• Last-minute changes

Post-Event Follow-up

After the event:

• Thank you message
• Feedback survey (optional)
• Results notification (if published)
• Photos/gallery link

Email Customization

Branding

Emails automatically include:

• Your organiser logo
• Event name and branding
• Your contact details
• Professional template design

Custom Messages

Add custom content to confirmation emails:

1. Edit your event
2. Find Email Settings section
3. Add custom message or instructions
4. Preview before saving

Use custom messages for:

• Race day instructions
• Parking information
• What to bring
• Special requirements
• Sponsor acknowledgments

Manual Communications

Bulk Email Tool

Send custom emails to all participants:

1. Go to event's Participants tab
2. Click "Send Email"
3. Write your message
4. Preview
5. Send to all or filtered group

When to Use Manual Emails

• Race day weather updates
• Traffic/parking changes
• Last-minute race pack collection info
• Results announcements
• Prize giving details

Email Best Practices

• Keep subject lines clear and specific
• Put important info at the top
• Use bullet points for easy scanning
• Include clear call-to-action
• Test send to yourself first
• Avoid sending too frequently

Email Tracking

View email performance:

• Delivery rate (successful sends)
• Open rate
• Click rate (if links included)
• Bounce rate (invalid addresses)

Email Support

Help participants who don't receive emails:

• Check spam/junk folders
• Verify email address is correct
• Resend from participant dashboard
• Use WhatsApp as backup delivery