Click here to view tables containing email titles and a description of each email’s purpose and content.

You can keep everyone motivated and informed by choosing from a variety of automatic system emails. Certain events or actions by participants/donors will trigger certain emails. Each email template contains default content to save valuable time. If you’d like to change a system email, you can edit the content of each email in order to match your personal voice and needs.

Contents:

• System Emails Sent to All Participants
  • Conditional Content for Commitments
• System Emails Sent to Team Leaders
• System Emails Sent to Donors
• System Emails Sent to Recurring Donors
• System Emails Sent to Non-Fundraising Primary Participants
• Other System Emails
• Fundraising Center Templates
• PDF Receipts
• Quick Reference Guides

To watch an overview of the System Emails area, check out this video:

 

Below are the categories of system emails available to you. You can expand or collapse each section individually using the small arrow next to each category, or choose to expand/collapse all sections using the indicated tool.

 

System Emails Sent to All Participants

Here, you’ll find emails that may be sent to all participants in your event. When a participant triggers an email by completing a certain action, the email associated with that action will automatically be sent. For example, when someone earns a badge, it triggers the automatic delivery of the Badge Earned email.

Please note: If a participant makes an optional donation during registration, they will receive a single emailed receipt that includes both the registration and the donation. They will not receive separate receipts.

The toggle next to each email allows you to decide which emails you'd like enabled. Click the toggle to enable or disable a type of email.

Enabled: 

Disabled:

 

Within the System Emails Sent to All Participants section, the emails are broken down into categories. The category names reflect the types of actions that trigger the emails in them. Each category and its emails can be seen below:

Please note: The Store Purchase Notification email will only appear here if you've enabled crediting store purchases in your Event Settings. Otherwise, you will see a Thank You for Store Purchase email.

If you’ve enabled Fundraising Commitments for your event, you’ll see two additional emails in the Registration Notifications category: Commitment Balance Acknowledgment and Commitment Balance Payment Failure.

When enabled, the Commitment Balance Acknowledgment sends after a commitment balance has been successfully charged, and the Commitment Balance Payment Failure sends after a commitment charge has been attempted but failed due to a payment error.

Check out this article to read more about Fundraising Commitments.

You can see the default content of any email template by clicking Edit. Once the email is open, you may make changes to the template if you’d like to further personalize your email. For example, if you click Edit next to the Personal Goal Achieved email, this is what you’ll see:

Once in edit mode you can update the Email Name, Sender Name, Sender Email, and Subject, and you can Include Additional Recipients and manage the Email Content.

You may change the default text in the email however you’d like in the Email Content box.

Within the body you might notice %info% tags. These tags will auto-populate based on the unique information of the person receiving the email, their transaction, and/or your event details. For example, %RegistrantFirstName% will automatically update with the recipient's name.

If you’ve enabled Fundraising Commitments, you can include the %CommitmentInformation% tag to fill in the participant's commitment amount and deadline.

The toolbar in the Email Content section contains a number of features to help you customize your email. We've highlighted a few of the most popular tools below.

Source displays the email in HTML format and allows you to make changes.

Basic text editing tools allow you to change the font, style, size, color, and alignment of your text.

The Insert Tags drop-down menu contains a complete list of %info% tags you can click to insert as needed.

To insert and/or remove a hyperlink click the icon shown below:

To insert a table click the icon shown below:

Add Attachments is located below the Email Content box and allows you to attach files to your email.

If you make changes to a template, be sure to save your work! You can also send a test email to yourself to make sure everything looks just right. To do this, click Send a Test.

If you send a test email, you’ll be prompted to enter a recipient email address. Click Send Test and check your email to look at your work.

You may make changes in the templates as often as you’d like, just remember to save each time!

For all of the following sections, follow the same process outlined in System Emails Sent to All Participants to toggle certain emails on and off, make changes to the templates, and send test emails.

 

Conditional Content for Commitments

If you’ve enabled Fundraising Commitments, your Registration Confirmation emails can include a Conditional Content block for commitment information.

When added to an email, this block will only populate for registrants who agreed to a Fundraising Commitment during registration. This is great for sending additional information that only participants with commitments will need to know.

 

System Emails Sent to Team Leaders

When enabled, these are the types of emails that may be sent to Team Leaders when an action triggers delivery:

Please note: The Store Purchase Notification email will only appear here if you've enabled crediting store purchases in your Event Settings.

 

System Emails Sent to Donors

Certain actions by donors will trigger the Thank You emails you’ve enabled in this section:

This section also includes the Abandoned Gift Reminder email, which can be enabled in your campaign's Donation Settings. 

To read more about enabling and customizing the Abandoned Gift Reminder, check out this article.

 

System Emails Sent to Store Supporters 

If you've enabled crediting store purchases in your Event Settings, when someone purchases an item from your peer-to-peer store, the Thank You emails you’ve enabled in this section will be triggered: 

Please note: This section will only appear here if you've enabled crediting store purchases. If not, you won't see these emails.

 

System Emails Sent to Recurring Donors

When a donor sets up a recurring donation or when certain actions take place, such as being billed or nearing completion, the emails you enable below are triggered. 

Please note: If you close a peer-to-peer event, you have the option to cancel recurring donations set up on that event's form and the donor will automatically receive the Event Closed email letting them know the payment is cancelled and that they won't be billed again. If you do NOT choose to end recurring donations, payments will continue to process and no email will be sent. If an event is set to Disabled, recurring donations will continue to process.

 

System Emails Sent to Non-Fundraising Primary Participants

When enabled, the email in this section is automatically sent to welcome a non-fundraising participant:

 

Other System Emails

If you've enabled the Dedication Notification option in your Event Settings, you'll see the system email shown below. You can edit the default content, if desired.

 

Fundraising Center Templates

Below the System Emails section, you’ll see a section called Fundraising Center Templates. In this section, you can choose to enable or disable Personal Emails Sent from the Fundraising Center. When enabled, participants can access these templates from their fundraising dashboards and use them as they are or as a starting point for creating their own emails.

 

PDF Receipts

For system emails that include any kind of transaction, you can include a locked PDF receipt for your donors’/participants' record-keeping purposes. Just below the Email Content area, you’ll see the Include PDF Receipt toggle.

You can toggle that option on for the following:

• Registration Confirmation – Online Primary Registrant
• Registration Confirmation – Online Additional Registrant
• Thank You – From the Organization for an Event Donation
• Thank You – From the Organization for a Personal Page donation
• Thank You – From the Organization for a Team Donation
• Recurring Donation Billed
• Recurring Donation Completed
• Welcome Email to Non-Fundraising Participant

When toggled on, an area will appear in which you can add content that will appear in the PDF receipt. You can include any messages or disclaimers you’d like to add for your donors, such as “Please keep for your records.”

When your donors receive their email receipt, the PDF will be sent as a downloadable, locked attachment. This means that the content cannot be altered by the recipient.

 

Quick Reference Guides

System Emails Quick Reference Guide
System Emails Sent to All Participants: Fundraising
Donation Notification – Made from the Personal Page	This email is sent when a donation is made to a registrant’s personal page. It tells the registrant a thank-you email has automatically been sent to the donor and directs them to view their personal page to see the donation details.
Personal Goal Achieved	This congratulatory email is sent when a participant’s personal fundraising goal is met. A link is provided to the participant’s personal event page if they’d like to update their personal fundraising goal.
System Emails Sent to All Participants: Registration Notifications
Registration Confirmation – Online Primary Registrant	This email is sent to a registrant as soon as they complete the registration process. It encourages them to join the fundraising effort and provides registration details and links to personal fundraising and event home pages.
Registration Confirmation – Online Additional Registrant	When a primary registrant registers someone else for your event, this email will be sent to the additional registrant once the process is complete. It encourages them to join the fundraising effort and provides registration details and links to personal fundraising and event home pages.
System Emails Sent to All Participants: Badges
Badge Earned	This email is sent to participants when they earn a badge of any kind.
Badge Removed	This email is sent to participants when one of their badges is removed by an administrator. Participants are encouraged to stay involved and directed to their personal fundraising pages.
System Emails Sent to All Participants: Team Actions
Participant Email: Team Captain Promotion	This email is sent to a participant who’s been promoted to team captain. A link to the team fundraising page is provided to update goals, recruit team members, and more.
Participant Email: Team Captain Demotion	This email is sent to a participant who’s been demoted from the team captain position. A link to their personal page is provided to update goals, recruit new members, and more.
Participant Email: Removed From Team	This email is sent to a participant who has been removed from a team. A link is provided to their personal page so they may update goals, join a new team, create a new team, and more.
System Emails Sent to All Participants: Store
Thank You for Store Purchase	With crediting store purchases disabled, this email is sent to anyone who makes a purchase from your storefront. It includes their transaction details.
Store Purchase Notification - Made from the Personal Page	This email is sent to a participant when someone purchases a store item and credits the purchase to the participant. It informs them that a thank-you email has been sent to the purchaser and links them to their personal page to view the transaction details.
System Emails Sent to Team Leaders
Donation Notification – Made From the Team Page	This email is sent to a team leader when someone makes a donation to their team page. It lets the team leader know a thank-you email and receipt have been sent to the donor. In addition, a link to the team fundraising page is provided.
New Member Notification – Member Joined Team	This email is sent to a team leader when a participant joins their team. They are provided with the new team member’s name and email, as well as a link to the team fundraising page.
Team Goal Achieved	This congratulatory email is sent to a team captain when their team’s fundraising goal is met. A link is provided to the team fundraising page if they’d like to update their team fundraising goal.
Team Badge Earned This congratulatory email is sent to a team captain when their team has earned either the Team: Fundraising Achieved or the Team: Most Donors badge. Team Badge Removed This email is sent to a team captain when another team pulls ahead in the fundraising race to glory, resulting in one of the aforementioned team badges being removed. Store Purchase Notification - Made from the Team Page This email is sent to a team captain when someone purchases a store item and credits the purchase to the team. It informs them that a thank-you email has been sent to the purchaser and links them to their team page to view the transaction details. System Emails Sent to Donors
Thank You – From the Organization for an Event Donation	This email is sent to a donor when they donate to your event from the home page. Transaction details are included. A link to the event home page is provided, encouraging the donor to register for the event if they have not already done so.
Thank You – From the Participant for a Personal Page Donation	This email is sent to a donor on behalf of a participant when a donation is made to the participant’s personal fundraising page. A link to the event home page is provided if the donor would like to learn more about the event.
Thank You – From the Team Owner for a Team Page Donation	This email is sent to a donor on behalf of a team owner when a donation is made to the team’s fundraising page. A link to the event home page is provided if the donor would like to learn more about the event.
Thank You – From the Organization for a Personal Page donation	This email is sent by the organization thanking a donor for making a donation on a participant’s personal fundraising page. Event and donation details are included in the email.
Thank You – From the Organization for a Team Donation	This email is sent by the organization thanking a donor for making a donation on a team’s fundraising page. Event and donation details are included in the email.
Abandoned Gift Reminder	This email can be enabled in the campaign's Donation Settings and is sent to potential donors who choose to share an email address to be reminded to complete an abandoned gift.
System Emails Sent to Non-Fundraising Primary Participants
Welcome Email to Non-Fundraising Participant	This email is sent when a non-fundraising primary participant registers for your event. Registration details and a link to the event home page are included.
Email Title	Purpose and Content

Other System Emails Dedication Notification This email is sent when an event donation contains a dedication and the donor has elected to include a dedication message and recipient.   Fundraising Center Templates Quick Reference Guide Personal Emails Sent from the Fundraising Center
Email Title	Purpose and Content
From Participant – Ask Others to Donate	If enabled, participants may access and send this email from their fundraising page. The email tells recipients about the organization and event and provides a link to the participant’s personal fundraising page. The recipient is encouraged to forward the email and share the event on social media.
From Participant – Custom Thank You to Personal Donors	If enabled, participants may access and send this email from their fundraising page. The email thanks donors for contributing to a participant’s personal fundraising goal. A link to the event fundraising page is included.
From Participant – Ask Others to Join Team	If enabled, participants may access and send this email from their fundraising page. The email asks recipients to join the participant’s team. Team information and a link to the team fundraising page are included.
From Team Member - Send Email to All Team Members	If enabled, team members can send personal messages to their team members from their fundraising dashboards. A link to the event fundraising page is included.

From Team Captain – Custom Thank You to Team Donors

If enabled, team leaders may access and send this email from their team fundraising page. The email instructs team leaders to enter their own personal message addressing their donors. A link to the event fundraising page is included.