# Event Emails

Section: Events · Page: https://artsvp.com/docs/events/emails

(Plans: All plans)

Four emails carry an event from first hello to doors open, and past a change
of plan: the invite, the confirmation, the reminder, and the cancellation. All
four live under the event's **Settings** → **Emails** tab, each with its own
subject and body, and each can be personalised with variables (the guest's
name, the event details) that fill in per recipient.

| Email | Sent to | When |
|---|---|---|
| **Invite Email** | All invited guests | When you send invitations. The template can still be customised before each send. |
| **Confirmation Email** | All confirmed guests | Automatically, when a guest confirms attendance or books a ticket. Booking details and tickets are included automatically. Paid bookings also include an order summary. |
| **Reminder Email** | All confirmed guests | Automatically ahead of the event, on the schedule you set. Booking details are included automatically. |
| **Cancellation Email** | Guests whose booking is cancelled | Automatically, when a guest cancels their own booking, and when your team cancels a booking and chooses to email, with any message they add under the text. The booking details are included automatically, marked cancelled. |

Paid bookings also trigger a Stripe receipt after a successful payment. That
email comes from Stripe, not from the event's **Emails** tab: turn it off
under **Settings** → **Payouts** with **Email receipts to guests**. See
[Integrations](https://artsvp.com/docs/settings/integrations).

Invitation emails include an unsubscribe footer so recipients can opt out of
further invitations from your organisation. Confirmation and reminder emails
do not carry that link. See [Invitations](https://artsvp.com/docs/guest-management/invitations).

## Editing an email

1. Open the event's **Settings** → **Emails** tab and pick the email.
2. Write the subject and body. Use **Personalise** to insert variables that fill
   in per guest.
3. Optionally upload a banner image for this email. The email shows it at
   full height, whatever its shape; at least 1500px wide looks best.
4. Click **Send me a test** before relying on it.

When you send invitations, **Send me a test** also appears on **Send your
invites** and uses the wording as you've written it there, not only the saved
template. See [Invitations](https://artsvp.com/docs/guest-management/invitations).

If the reminder email has no banner of its own, the confirmation banner is
reused. The cancellation email always uses the confirmation banner, and its
tab shows it; with none set, both emails use the ARTSVP banner. When the
event doesn't allow guests to cancel (**Settings** → **Advanced** → **Allow
Booking Cancellations**), the cancellation email says so: it only goes out when
your team cancels a booking and chooses to email the guest.

> **Tip:** Always send yourself a test after editing. Email clients render
> formatting differently, and the test shows the real thing.

There is no bulk export of email copy across events. Each event keeps its own
invite, confirmation, reminder, and cancellation wording on that event's
**Settings** → **Emails** tab, open each event to review or copy it.
Duplicating an event copies those email templates (and the reminder schedule)
onto the new event.

## The reminder schedule

A new event starts with one reminder, **24 hours before** each booking's start
time. Change the schedule on the **Reminder** tab, under
**Reminder Schedule**, then **Save emails**.

Choose a preset or **Custom time**:

| Kind | When it sends |
|---|---|
| A preset (*24 hours before*, *1 hour before*, and so on) | Relative to that booking's start time |
| **Custom time** | At that exact moment in the event's time zone, to every eligible booking, whatever its slot |

The custom picker shows the event's time zone beside the time. Pick a time at
least 15 minutes from now. A custom time that has already passed shows
**This time has passed, so it won't send**.

Custom-time reminders skip bookings whose start time has already passed.

Reminders go only to confirmed bookings that have an email address. Cancelled,
archived, and unconfirmed bookings are not mailed, and a cancelled event
sends none.

One thing to be aware of: changing a reminder's time sends it again to bookings
that already received it. Moving a booking to a different slot does not.

### More than one reminder (Plans: Pro & Expert)

**Add reminder** adds another send, up to three.

### On the booking

Open the guest from the [guest list](https://artsvp.com/docs/guest-management/guest-list) and
choose **View booking**. The **Reminders** card lists each send, when it is due
(in the event's time zone), and its state:

| State | Meaning |
|---|---|
| **Scheduled** | Still to go out |
| **Sent** | Already delivered |
| **Not sent** | The time passed without a send |
| **Starts after the booking** | A custom time at or after this booking's start, so it was skipped |
| **No booking time** | The booking has no start time to schedule against |

If the booking cannot receive reminders at all, the card explains why: no
email, reminders turned off for that booking, the event does not send booking
emails, the event or booking is archived, the event is cancelled, or the
booking is not confirmed.

These are per-event emails to that event's guests: there is no general
newsletter tool. For broader announcements, export your
[mailing list](https://artsvp.com/docs/settings/organisation-settings) to your newsletter
platform.

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Keep reading: [Invitations](https://artsvp.com/docs/guest-management/invitations) ·
[Bookings](https://artsvp.com/docs/guest-management/bookings) ·
[Booking settings](https://artsvp.com/docs/events/booking-settings) ·
[Integrations](https://artsvp.com/docs/settings/integrations)

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