Would you like to customize event emails for ticket sales and RSVP responses? Sugar Calendar offers customizable email notifications for various attendee actions, including ticket purchases and RSVP responses.
In this guide, we’ll walk you through how to configure, customize, and manage these emails.
Before getting started, make sure the Sugar Calendar Events plugin is installed and activated on your site, and that you’ve verified your license to enable advanced features.
Accessing Email Settings
To configure email notifications, navigate to Events » Settings and select the Emails tab.
Here, you’ll be able to set the default email sender and name for all event-related emails.
- From Email Address: This is the sender email address for event-related emails.
- From Email Name: The name users will see as the sender.
After updating the sender email details, scroll down and click the Save Settings button to save your changes.
Types of Emails You Can Configure
Below the sender settings, you’ll find a list of configurable email templates:
- Order Receipt Email to Attendee
- Ticket Receipt Email to Purchaser
- RSVP “Going” Email to Attendee
- RSVP “Not Going” Email to Attendee
- Incomplete Registration Reminder
- Registration Confirmation
Click the pencil icon next to any template to customize its content.
Order Receipt Email
The Order Receipt Email is sent to customers immediately after they complete a ticket purchase.
Here’s what you can modify:
Subject Line: Customize the subject of the email.
Message: Use the visual editor to insert content, formatting, links, and placeholders. Similar to the WordPress post editor.
Within the email message, you can use built-in smart tags to reference data from the order. Below, we’ve highlighted the available Dynamic Placeholders:
{name}: The display name of the customer{email}: The email address of the customer{order_id}: The ID number of the order{order_amount}: The total purchase amount of the order{order_date}: The purchase date of the order{receipt_url}: URL to view the receipt in the browser{tickets}: Outputs a list of tickets in the order{event_id}: The ID number of the event associated with the order{event_title}: The title of the event related to the order{event_url}: The URL of the event details page{event_date}: The date of the event related to the order{event_start_time}: The start time of the event related to the order{event_end_time}: The end time of the event related to the order
After updating the email template, scroll down and save your changes before proceeding.
Ticket Receipt Email
The Ticket Receipt Email is sent to each attendee with their individual ticket information.
Similarly, the email message contains dynamic placeholders that retrieve the attendee’s information from the ticket order form. By default, it includes the {ticket_id}, {ticket_code}, and {ticket_url} placeholders in the message.
But you can add other supported placeholders to your message. Below is the list of available placeholders:
{ticket_id}: The ticket ID number{ticket_code}: The ticket code{ticket_url}: The URL to the ticket details{event_id}: The ID number of the event associated with the order{event_title}: The title of the event associated with the order{event_url}: The URL of the event details page{event_date}: The date of the event associated with the order{event_start_time}: The start time of the event associated with the order{event_end_time}: The end time of the event associated with the order{attendee_name}: The name of the attendee assigned to a ticket, if provided{attendee_email}: The email of the attendee assigned to a ticket, if provided
After updating the email template, scroll down and save your changes before proceeding.
RSVP “Going” Confirmation Email
If a user RSVPs as “Going” to an event, they’ll receive a confirmation email with all the event details.
In the message field, you’ll be able to customize the email content for the RSVP confirmation email. It also uses dynamic placeholders to render details about the event to which users RSVP.
Below is a list of available placeholders you can add to the email content:
{name}: The Registree Name{email}: The Registree Email{event_id}: The Event ID{event_title}: The Event Title{event_url}: The Event URL{event_start_date}: The Event Start Date{event_end_date}: The Event End Date{event_start_time}: The Event Start Time{event_end_time}: The Event End Time{additional_attendees_list}: The Additional Attendees List (if applicable)
After updating the email template, scroll down and save your changes before proceeding.
RSVP “Not Going” Email
Attendees who mark themselves as “Not Going” receive a gentle farewell message and can be encouraged to change their RSVP later if needed.
You can customize the farewell message as you see fit. It also supports the same dynamic placeholders as the RSVP “Going” Email template, excluding the {additional_attendees_list} smart tag.
Incomplete Registration Reminder
Sugar Calendar sends this reminder when an attendee opens a registration form after checkout and leaves it unfinished. A form counts as abandoned one hour after checkout, and each registration receives the reminder once. The message carries a link that reopens the form where the attendee stopped.
The Subject field sets the line attendees see in their inbox. It defaults to Please complete your registration for {event_title}.
Write the body of the reminder in the Message field. The editor handles formatting, links, and media the same way the WordPress post editor does.
Below is a list of available placeholders you can add to the email content:
{attendee_name}: The Attendee Name{event_title}: The Event Title{event_date}: The Event Date{resume_link}: The link to finish the registration form{site_name}: The Site Name
Keep the {resume_link} placeholder in the message. Without it, the reminder gives the attendee no way back to the form.
After updating the email template, scroll down and save your changes before proceeding.
Registration Confirmation
Once an attendee completes a registration form, Sugar Calendar confirms the submission by email. The same email is sent again each time the attendee edits their answers.
The Subject field defaults to Your registration for {event_title} is confirmed. Edit it and the Message body to match the tone of your event.
Below is a list of available placeholders you can add to the email content:
{attendee_name}: The Attendee Name.{event_title}: The Event Title.{event_date}: The Event Date.{edit_link}: The link to edit the submitted form. It is empty by default unless the event allows editing.{site_name}: The Site Name.
The {edit_link} placeholder renders nothing when the event does not allow attendees to edit their registration. Rephrase the sentence so the message still reads well without the link.
After updating the email template, scroll down and save your changes before proceeding.
Saving Your Changes
After customizing any email, click the orange Save Settings button to apply your changes.
That’s it! You now know how to set up and customize email templates in Sugar Calendar Events.
Next, would you like to display events on your site’s frontend? See our guide on displaying event lists to learn how.
