Email templates

Design the emails your attendees receive, choose which one is sent for each purpose, and send yourself a test.

For planners 10 min read Updated 28 Oct 2026

Every email HAPR sends for an event, such as the registration link, the reminder or the hotel voucher, is built from a template. Planners set the templates up once per event on this screen. To send emails and read the message log, see Emails and messages.

Open the templates

1
Open your event.
2
Choose Email templates in the event menu.

The list on the left, headed Your templates, shows each template with its purpose. The template you picked opens in the middle, and the Live preview on the right shows how it will look in an inbox.

Know where the templates come from

A new event starts with your organisation's default templates. A line at the top of the screen says These emails are inherited from your defaults while the event has not saved its own. Until then, any change made to the defaults also reaches this event.

When you press Save changes, the event gets its own copy of the whole set. From then on, changes to the defaults no longer reach it, and editing a template never changes emails that have already been sent.

Edit a template

1
Pick a template in the list on the left.
2
Change the Template name if you like. Attendees never see it.
3
Under Used for, choose the purpose of the email. A short line under the field explains it.
4
Write the Subject line and the Greeting.
5
Edit the blocks under Email body (see the next section).
6
Press Save changes.

When the save works, the screen says Templates saved. If it fails, you see Could not save templates or the reason given.

Build the email body

The body is a stack of blocks that appear in the email in the same order. Under Add a block, press the type you want and it is added at the end.

Block	What it is for
Text	A paragraph. It has its own formatting bar for bold, italic, colour and bullets.
Bullets	A bullet list. Press Add point for another line, or the bin beside a line to remove it.
Button	A button. Set the Button text and where it goes under Links to, and choose its colours.
Closing	A closing line such as "Warm regards," and a Signature.
Contact	An Intro text and a Department email, shown as a link so people can write to you.
Access code	The attendee's personal code, shown as a bold code on a grey background. See the table below.
Divider	A horizontal line between sections.

Each block has three icons on its right. Press the up or down arrow to move the block, or the bin (Remove block) to delete it. Button, closing, contact and code blocks also have controls for alignment, bold, italic and colour.

A new button points to the registration link by default. Change Links to to a web address starting with https if you want it to go elsewhere.

Add personalisation

Personalisation fills in each attendee's own details when the email is sent.

1
Click in the Subject line, the Greeting, or a text or other block.
2
Press a tag under Insert personalisation, such as First name, Event name or Registration link.

The tag is dropped in at the cursor, written in double curly brackets, for example {{first_name}}. You can type a tag by hand as well.

Tag	Filled in with
`{{first_name}}`, `{{full_name}}`, `{{email}}`	The attendee's name and email address
`{{event_name}}`, `{{event_dates}}`, `{{event_venue}}`	The event's name, dates and venue
`{{registration_link}}`, `{{access_code}}`	The attendee's own registration link and code
`{{team_label}}`, `{{team_name}}`, `{{member_count}}`	The team details, for team emails
`{{member_label_plural}}`, `{{member_roster}}`	The members' label and a list of their names
`{{hotel_name}}`, `{{check_in}}`, `{{check_out}}`, `{{room_type}}`, `{{reservation_number}}`	The booking, for hotel voucher emails
`{{share_link}}`, `{{contact_name}}`, `{{room_count}}`, `{{guest_count}}`	The hotel contact and rooming list, for rooming list emails

Use the booking and team tags only in the emails they belong to. Elsewhere there is nothing to fill them in.

A tag that cannot be filled in stays visible in the message as it was typed, so a wrong or misplaced tag shows up when you test.

Choose the email that is sent

You can keep more than one template for the same purpose, for example a formal and a friendly reminder. Exactly one template per purpose is the default, and the default is the one HAPR uses when that kind of email goes out. Defaults are marked Default in the list.

1
Pick the template you want to use.
2
Find Automatic sending. If this template is already the default, it reads Default for followed by the purpose.
3
Otherwise, press Make this the default.
4
Press Save changes.

Making a template the default only affects its own purpose. Other purposes keep their defaults.

Know what each purpose is for

The purpose decides when HAPR uses the email, and where you can pick it in the Attendee manager.

Purpose	Who gets it and when
Registration link	An attendee you invite to register. You send it from the Attendee manager with Send Registration Link.
Access code	An attendee who needs their personal 48 hour code. You send it with Send Access Code.
Registration invitation	A richer invitation with event details. It appears in the Send email list under its own name.
Reminder	Attendees who have not finished registering. You send it with Send Reminder.
Registration confirmation	Sent by itself to a registrant when they submit their registration. A player registered by a team manager gets no email of their own.
Team registration acknowledgement	Sent by itself to the team manager once every place on their team and their own registration are submitted.
Registration updated (team)	Sent by itself to the team manager once every update they were asked for has been resubmitted. It lists the players updated.
Hotel voucher delivery	Sent to a guest when you send their hotel voucher from the Rooming list. The voucher is attached.
Rooming list share	Sent to the hotel contact when you share a hotel's rooming list. It is the only template whose reader is not an attendee.
Custom / other	Anything else. It appears in the Send email list under its own name.

Emails that go out by themselves are best effort. If one cannot be sent, for example because the attendee has no email address, the registration is not affected, and the reason is written to that person's activity timeline.

Change a status when a custom email is sent

A template with the purpose Custom / other can also change the registration status of the people it reaches.

1
Pick the custom template.
2
Under Update registration status, choose one of the options.
3
Press Save changes.

The options are Don't change the status, Invitation Sent, Update requested and Cancelled. A line under the field explains what will happen.

Invitation Sent only moves people who are still at Pending Invite. Anyone who has started or submitted is left alone.
Update requested and Cancelled are set for every person the email reaches.
Only people the email actually reaches are changed. If an email fails or has no address, that person's status stays as it was.

Submitted is never offered, because an email must not be able to mark someone as having registered.

Send a test

1
Pick the template you want to check.
2
Press Send test. The Send test email box opens with your own email address filled in.
3
Change the address if you need to. Use one address only.
4
Press Send test. The button reads Sending… while it works.

The screen says Test sent to and the address. The subject starts with [TEST]. The test uses what is on your screen, including changes you have not saved.

A test is a one-off with sample details. It has no attendee behind it, so the greeting reads "Hi there" and the name tags use sample wording, while the event name, dates, venue and registration link are real. Tags for teams, hotel bookings and rooming lists stay visible as typed. To see every tag filled in, send the email to a real attendee from the Attendee manager.

You can send a test to your own address or to any other user in your organisation. Test emails count towards your account's daily email limit.

Add, copy and delete templates

New template (at the top) or Add another template (under the list) adds a template called Untitled template with the purpose Custom / other.
Duplicate copies the template you are editing. The copy is named with "(copy)" at the end and is not a default.
Delete removes the template you are editing. It is greyed out when only one template is left.

Remember to press Save changes afterwards. Deleting a template does not change emails already sent.

Good to know

Saving gives the event its own set of templates, so later changes to your organisation's defaults no longer reach it.
Keep at least one template for each purpose you use. If an event has none for a purpose, that email is not sent. When you send a hotel voucher, you see No “Hotel voucher delivery” email template is configured.
The sender and the page footer of the email are fixed. You design what goes inside.

If something looks wrong

Enter one email address. The test address box holds more than one address. Type a single address.
That address is not one of your organisation’s users. Test emails and copies can only go to your own team. Send the test to yourself or to a colleague in your organisation.
You have sent as many of these emails as your account can today. Please try again later. The daily limit for test and one-off emails has been reached. Wait and try again.
Test send failed. The email could not be sent. Try again, and tell support if it keeps happening.
Could not save templates. The templates were not saved. Your changes are still on screen, so press Save changes again.
A tag such as {{first_name}} appears as typed in a sent email. The tag is spelled wrongly, or it belongs to a different kind of email. Check it against the table above.

Screen reference

Every screen of this feature and the words on it, taken from the platform itself. Open a screen to see its headings, buttons, fields and columns. Words in curly brackets are filled in for you, such as a name or a date.

Messages you may see

When something cannot be done, the platform says why. These are the messages this feature can show.

Could not save templates.
Enter a recipient email address.
Enter one email address.
That address is not one of your organisation’s users. Test emails and copies can only go to your own team.
Test send failed.
This could not be checked just now. Please try again in a moment.
Attendee not found
Missing profileId or eventId
Record not found
Not signed in.
Bad request
Missing profileId
Missing/invalid fields
Nothing to save
Missing id
Unknown op: {…}