Use this article if the Events page has a Create New Event button. If it has a New event button, see the articles in Events and sessions.
Use the email templates page to see the emails that Learn:Go sends for an event.
Before you start
You need permission to view and edit event email templates. These are the default roles with this permission: Organisation Admin and Event Admin (for its events).
Your organisation needs Events turned on. To turn it on, contact support.
Open the email templates for an event
The email templates page lists one row for each email that Learn:Go sends for an event. Each row shows the email name, a short description, an edit (pencil) button and an on/off switch.
- Open the event, then select All Schedules in the left menu.
- In the left menu, select Notifications.
- Select Email Templates.
The page opens with the title "Email Templates" and the subtitle "Manage Your Email Templates". You see rows such as "Booking Confirmation".
The row "Learner Moved" appears only when your organisation uses moving attendees between schedules. The rows "Facilitator Assigned", "Session Changes - Facilitator", "Facilitator Removal" and "Session Cancellation - Facilitator" appear only when your organisation uses event roles. To turn these on, contact support.
Turn an email template on or off
The switch is on until someone turns it off.
- Open Email Templates for the event.
- Find the email in the list.
- Move the switch on its row.
The change saves at once, and you do not select a save button. You see a message such as "Booking Confirmation notification enabled" or "Booking Confirmation notification disabled".
Learn:Go sends an email that is on to the people that the email is for. Most emails go to attendees, the facilitator emails go to facilitators, and "External Booking Confirmation" goes to a third party.
This table shows when Learn:Go sends the main emails and who gets each one.
| When Learn:Go sends it | Who gets it | |
|---|---|---|
| "Booking Confirmation" | When an attendee is registered on a schedule, including by import, and when an attendee moves from the waitlist to a place | The attendee |
| "External Booking Confirmation" | When an attendee is registered on a schedule that has an address in Share with external users by email | The address in Share with external users by email |
| "Session Booking Confirmation" | When an attendee is registered, one email for each session, and when a session is added to a schedule that has registered attendees | The attendee, with a calendar file for the session |
| "Session Changes" | When the title, start or end time, time zone, type, meeting link or room of a session changes | The attendees of the session, with an updated calendar file |
| "Session Reminder" | Before a session begins | The attendees of the session and, when your organisation uses event roles, its facilitators |
| "Session Cancellation" | When a session is cancelled or deleted | The attendees of the session, with a calendar file that removes it |
| "Booking Cancellation" | When a booking ends, for example when the attendee or an administrator cancels it or when the schedule is archived | The attendee, with calendar files that remove the sessions |
| "Waitlist Confirmation" | When an attendee joins the waitlist | The attendee |
| "Waitlist Cancellation" | When an attendee leaves the waitlist | The attendee |
| "Learner Moved" | When an attendee is moved to a place on another schedule | The attendee |
Changing the details of a room does not send "Session Changes", but moving a session to another room does.
Edit the subject and body of an email template
Change the wording of an event email so that attendees see your own text. Each template starts with the text that Learn:Go ships for that email.
- Open Email Templates for the event.
- Select the edit (pencil) button on the row of the email.
- Change the text in Subject Line.
- Change the text in Email Body.
- Select Save Changes.
The panel closes and you see "Successfully updated the email template".
Subject Line takes one line of text and cannot be empty. Save Changes is unavailable until you change a field, and while the form shows an error. Select Cancel or the close (X) button to close the panel and discard your changes.
Use placeholders in an email template
Use a placeholder to put a detail, such as the schedule title, into an email. Learn:Go replaces the placeholder with the real value when it sends the email.
- Open the editor for an email, as in the steps to edit a template.
- Select Supported placeholders for template under the fields.
- Find the placeholder that you need.
- Type the placeholder, with its curly braces, into Subject Line or Email Body.
- Select Save Changes.
The list shows only the placeholders that work for that email. It groups them, for example "User Details", "Schedule Information" and "Session Information". Each placeholder has a description and its name in curly braces, such as {ScheduleTitle}.
The editor highlights a placeholder from the list when you type it. Use only the placeholders that the list shows for that email. When a template has no placeholders, the list does not appear.
Troubleshooting
If you cannot find Email Templates in the left menu, ask an Organisation Admin to check your role. If your organisation does not have Events turned on, contact support.
If you see "Failed to update the email template" after you select Save Changes, the panel stays open and your text is not saved. Select Save Changes again. If the message appears again, ask an Organisation Admin to check your role.