How it works:
GC Events administrators can now configure the following emails associated with each newly created GC Event:
- Registration Confirmation: Confirms event registration and is used to provide event details, tickets, guest information, activities schedule, and payment receipt.
- Registration Summary: Provides updated event details when an add-on or activity ticket is added or removed from a registration or after an offline registration is added. It can also be sent manually by an admin.
- Registration Reminder: Reminds the registrant of event details before the event, such as location and check-in instructions. The registration reminder must be enabled in Email Settings to configure this email. Be sure to enable the confirmation email, set the number of days prior to the event you would like the email to send, and click save.
- RSVP No Confirmation: Confirms receipt of the ‘No’ RSVP submission. The ‘Collect RSVP Nos for this event’ checkbox in the Details settings must be enabled to configure this email.
Administrators can leverage a comprehensive text editor to customize the look and layout of each email. Merge tags in both the subject line and email body allow administrators to easily personalize email content.
Keep in mind:
- All events created before GiveCampus released the new email configurability options on February 5, 2025 will still utilize the legacy GC Events email settings. See the “Legacy Email Settings” section at the end of this article to learn more about modifying the registration confirmation and reminder emails using the legacy functionality.
- When an event built prior to February 5, 2025 is cloned in GC Events, the new email configurability options detailed below will be available in the cloned event. Edits made to the emails in the original event are not carried over to the cloned event and will need to be reapplied.
- All GC Events emails will include your school logo at the top of the message. This logo is set in GC Online Giving > School-Level Settings > Branding > Search page and email logo.
Email Settings:
GC Events administrators should begin by selecting their event, clicking Edit Event, and navigating to the Email Settings section.
- Event Contact: Emails sent to event registrants can contain the contact information provided where the purchaser can direct any questions/concerns with their registration. This will also display as the email sender name and reply-to email address.
- Image: The image uploaded in Email Settings will be displayed beneath the school logo and above the content configured in each email template. The image uploaded will be constrained to 800 x 600px for display purposes.
- Notifications: If you’d like notifications for this event emailed to select administrators, click the checkbox provided and select the administrators who should receive those emails. Only GiveCampus administrators are eligible to receive notifications.
- Reminder Emails: If you’d like to send registrants a reminder email about this event, click the checkbox provided and set the number of days in advance of the event start date the reminder email should send.
- Reminders are sent to all registrants with an RSVP status of “attending”.
- Reminders will be sent on the date selected at the event start time.
- Reminders must be enabled and scheduled at least 24 hours in advance of their send date to ensure they are sent at the event start time and on the date selected.
- A reminder email should not be edited on the day it is scheduled to be sent. Doing so will delay delivery of the reminder email until midnight on the following day.
Configuring Your Emails:
GC Events administrators can configure the Registration Confirmation, Registration Summary, Registration Reminder (if enabled), and RSVP No Confirmation (if enabled). In Email Settings, click the name of the email template or the edit icon under “Actions” to open the email editor. The “Actions” column also includes a button to Send Test Email for each of the templates available.
Email Subject: Craft your email subject line and if you’d like, include the following tokens: Event name, event registrant first name, event registrant last name, event start date, event end date, or school name.
Email Body: Use the text editor to modify the content included in your email message. When building an event from scratch, GiveCampus has provided boilerplate content in each template available.
- Note:
- All GC Events emails will include your school logo at the top of the message. This logo is set in GC Online Giving > School-Level Settings > Branding > Search page and email logo.
- If you have uploaded an image via Email Settings, the image will appear directly below the school logo and above the content configured in each email template.
- If you would like to include a QR code for check in, select the space in your email where you would like the QR code to appear, click Merge Tag (x) in the text editor menu and select $QR_CODE$.
- Scanning the QR code will take event administrators to the Attendance Tab filtered by the corresponding Event Registration ID.
- Administrators can then easily check in all guests associated with that registration.
- The user scanning the QR code must be logged into their GiveCampus administrator account on their device and have access to view the attendance tab for the event.
The comprehensive text editor includes a wide variety of formatting options.
- Use the plus + icon to add an element to your email like a line of text, heading, button, image, line, or multi-column layout.
- Use the cell phone icon to preview what your email will look like on a mobile device.
- Use the HTML </> icon to toggle between the WYSIWYG editor and an HTML interface.
- Use the merge tag (x) icon to insert one of the available merge tags. Merge tags allow you to insert a wide variety of content including:
- School information: School name, school contact email
- Event information: Event name, event name link, event contact email, event contact name, event start date, event end date, event location, terms of purchase
- Registrant information: Event registrant first name, event registrant last name, event registrant email, event registrant custom field responses, tax receipt
- Guest information: Guest names, guest details
- Complex event information: Activities, add ons
- Calls to action: Calendar links, manage registration link, QR code
- Note: In order for registrants to utilize the Manage Registration Link provided via merge tag, administrators must allow registrants to edit their initial registration via the Ticketing settings. This setting is only available for complex events and does not apply to simple events.
As you are working with the email editor, use the buttons at the bottom of your screen to save your progress and send yourself a test to preview how the email looks in your inbox.
Looking for more email options? If you leverage both GC Outreach + GC Events, you can send custom emails to segments such as event registrants, event guests, event attendees, and event non-attendees.
Legacy Email Settings:
If your event was created prior to February 5, 2025, you will continue to see the legacy email settings available in GC Events prior to the configurability enhancements. If you have not yet published the event and would prefer to use the updated email settings described above, you can clone the event and the cloned version will include the email configurability enhancements.
From the "Email Settings" tab, you'll set up the email confirmation that will be sent to anyone who registers for your event, confirming the details of the event. This email will include a receipt. Simply set the following fields to configure your email confirmation, and use the preview panel to the right to preview the full confirmation email.
- Event Contact Name - The Contact Name will be used as the Sender Name and the point of contact for any questions/concerns with the registration.
- Event Contact Email Address - The Email Address will be used as the reply-to email address for the email.
- Notifications - To enable a notification of each event registration to be emailed to select administrators, click the checkbox and select the administrators who should receive those emails. Only GiveCampus administrators are eligible for notifications.
Need to an additional administrator to your GiveCampus account? Head to your Online Giving tab > Administrators section. - Event Registration Email Subject
- Event Registration Email Image (Optional)
- Event Registration Email Content - currently, the content that is configurable is the body of the email that precedes the event details and receipt.
- Include QR Code For Check-in - Event admins can opt to Include QR Code for Check-In. Once opted in, event registration confirmation emails will include a QR Code. Scanning the QR code will take event admins to the Attendance Tab filtered by the correct Event Registration ID. From there, it is easy to Check In all guests associated with that registration
- Note: The user scanning the QR code must be logged in and have permissions to go to the attendance tab for that event.
To set up and send an automated reminder to event registrants with an RSVP status of "Attending", head to the "Email Settings" tab and check the "Send a reminder email" box.
Once enabled, a new "Reminder Email Body" section will appear below the "Registration Email Body" section.
To set up your reminder email:
- Select the number of days before the event you'd like the email to go out.
- From the "Reminder Email Body" section, click in to configure the subject line and body as needed.
- Confirm that the sender name, reply-to email, QR code and hiding event settings, and image included at the top of the emails are accurate. Note: these settings will apply to both the confirmation and reminder emails.
- 🚨🚨🚨 Reminder emails must be scheduled at least one day prior to the date the reminder is scheduled to be sent to ensure the reminder will be delivered at the event start time. A reminder email cannot be edited on the day it is scheduled to be sent. Doing so will delay delivery of the reminder email until midnight on the following day.
- For example, if your event starts at 2:00 pm on November 15 and you want the reminder to be sent 1 day before the event at 2:00 pm, you must schedule the reminder email no later than 11:59 pm on November 13. If the email is scheduled or edited after 11:59 pm on November 13, the reminder email will not deploy until midnight on November 15.