There are a variety of system emails, including transaction receipts, that auction attendees and donors can receive. System emails are unique to each auction form, which gives you the ability to customize email content for each event you host!
Contents:
Getting Started
To customize emails and receipts for your auction, head to the System Emails area of your form-level control panel located under Communications.
On the resulting screen, you’ll see three categories of emails: Event, Donation, and System.
There are four emails under the Event System Emails tab.
- Auction Ticket Email Custom Text: Auction registrants and their guests will receive this email after registering for your event. It contains their ticket and instructions on how to download the Givi app and get checked in to your auction. The majority of the Auction Ticket Email text is default and cannot be changed, but you can add custom text to be included with the default content.
- Event Registration: Auction registrants will receive this email after registering for your event. This is a receipt sent only to the person who paid for the registration(s). They, and any other person they registered during the transaction, will receive their ticket and additional instructions in the Auction Ticket Email (described above).
- Event Checkout: When auction guests check out and pay for all items they won and/or purchased during your event, they'll receive this receipt.
- Event Donation: If someone makes a donation during registration or donates from your event registration page, they'll receive this receipt with the details of their transaction.
Please note: You can toggle off the Auction Ticket Email if you don’t want attendees to receive that email after registration. Toggling off this email will prevent attendees from receiving an emailed ticket and login link.
Under the Donation tab, you'll see the Standard Donation receipt email and, if you’ve enabled it in your Auction Settings, the Dedication Notification.
If someone visits your event registration page and clicks the Donate button, they'll receive the Standard Donation receipt email when they complete the transaction. The Dedication Notification is sent to a dedication recipient when a donor chooses to dedicate their gift. The notification includes any message written by the donor to the recipient.
Under the System tab, you'll see a Refund receipt email. When you toggle it on, guests and/or donors will receive a receipt when you issue a refund for them. You can toggle this on or off at any time.
Editing Email Content
You can modify the emails in each area to include custom language, images, or HTML. There are a variety of editing tools available for your use. Just click Edit to right of the email.
Please note: Customizing the Auction Ticket Email is a little different than customizing the other emails. Skip to this section to learn more.
The Email Body area is where you can add your personal touch by creating custom email content.
In certain emails, you’ll see the Conditional Content drop-down menu. With this tool, you can further customize your emails by including specific package and/or registration language for donors who happen to meet that criteria.
When you enter a conditional content box, the content will only populate in the email if the donor or registrant performs an action to trigger its appearance. For example, if you enter a conditional content box for a certain restriction, it will only display if a donor makes a donation to that particular restriction. If you enter the Any Package conditional content box, it will display if a guest registers for any of your packages.
To insert a conditional content box, select the one you’d like to include from the drop-down menu. It will automatically appear in the email editing area.
You can further customize each content box by entering your own text. Just click inside the box and enter your preferred message. You can include info tags and images within conditional content boxes, as well.
When a registrant receives an email containing a conditional content box, they’ll only see the email text in and outside of the box. They won’t see the border, conditional content title, or tool tip icon.
If you add more than one conditional content box, you can drag and drop to reorder them within the editing area. You can also delete boxes by clicking on a box’s border and hitting Delete on your keyboard.
The toolbar in the Email Body section contains a number of features to help you customize your content—we've highlighted a few of the most popular tools below.
Source displays the text in HTML format so you can make changes.
With the Insert Media option, you can upload or choose from previously uploaded content to add to your email. You can also delete items from this library.
You can change the font, style, size, color, and alignment of your text by using the basic text editing tools.
To insert and/or remove a hyperlink, click the icon shown below.
To insert a table, click the icon shown below.
You can click Insert Tags to include tags that populate based off of information in your system. For example, the %Ename% tag automatically populates with the name of your event.
As another example, the Event Checkout email's content includes the %PurchaseDetails% tag by default. The tag adds four important fields to the email: Item Name, Item Number, Item Total, and the Tax Deductible Value. The item name and number fields help identify the item purchased. The Item Total is the amount the item was purchased for. Lastly, the Tax Deductible Value provides the amount from the purchase the attendee can use as a deduction on income taxes.
Click here for a full list of available email tags.
If you’d like to add images in your email, you can do so by dragging and dropping files into the text editing area from your computer.
PDF Emails
In transaction receipts, you can include a locked PDF for your donors’ record-keeping purposes. Just below the Email Body area, you’ll see the Include PDF Email toggle.
When toggled on, an area will appear in which you can add content that will appear in the PDF email. 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. Here’s a peek at what your donors will see:
Sending a Test and Saving Your Email
When you’ve configured your email content to your liking, you can choose to Send a Test before you save your changes.
This will cause a window to appear in which you can enter the email address to which you’d like to send the test. Just remember that info tags won’t populate when you send a test!
Click Save Email to save your work.
Auction Ticket Email Custom Text
The Auction Ticket Email includes important information for your auction attendees, including their ticket QR code, a link to manage their registration, and instructions on downloading the Givi app. Some of this content cannot be edited, but you can add some custom content, which will appear with the default content.
To add custom text, click Edit to the right of Auction Ticket Email Custom Text.
Add your custom text to the Custom Content Section field like you would edit the Email Content for another type of auction email.
Here’s what the ticket email looks like by default:
Here’s the email with some custom text added:
Email Versions
In the upper right-hand corner of each email editing area, you’ll see the Switch versions drop-down menu. If you’d like to switch to a previous version of the email, you may do so by making a selection from the drop-down.
The last five saved versions of the email are stored and accessible in this area. This comes in handy if you’d like to switch to a recent version of the email you’ve worked on without having to manually make all of the changes.
