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Create and Send Registration Emails
Create and Send Registration Emails

Send or schedule emails to registrants from your Webex Events Registration page

Daniel Murphey avatar
Written by Daniel Murphey
Updated over a week ago

Let's face it, people need reminders. They're excited when they register for your event, and when it's time for your event a few weeks or a month later, the questions start coming in. Where do I join? What time does it start? What's the address for the venue?

With the Webex Events Registration Emails tool, stay ahead of attendee questions and maintain the excitement for your event!

💡 Keep in mind, the Emails tool is only available after publishing Registration.

Searching for instructions on setting up automated order notification emails for your team? Read our Event Registration Settings article to learn more.

Email basics

In your Event navigation bar under 'Registration', click Promote, then click Emails, then click the New Email button.

The steps just described.

In the modal that appears, enter the email's basic information first. Here are a few helpful tips:

The New Email modal with numbers indicating the fields described below.
  1. Email Name is only visible to you and others in your organization. Make sure the name is something that helps everyone on your team understand the email's purpose.

  2. In the From Name field, enter the name of a person in your organization or your organization's name so the recipient knows who the email is from.

  3. The Recipient Type field lets you choose whether to send the email to attendees or purchasers. Your selection affects the options in the 'Recipient' drop-down.

  4. Depending on your selection in the 'Recipient Type' field, the following Recipient options appear.

    • If you chose Attendee, use the 'Recipient' drop-down to search for individual recipients by name or email, choose recipients based on ticket or group, or simply send it to all attendees. Emails go to both paid and unpaid attendees.

    • If you chose Purchaser, use the 'Recipient' drop-down to search for individual recipients by name or email, or choose 'All Purchasers', 'Check', or 'Invoice'. Refer to our Invoice & Check Payments article for more information.

      Here are some important things to note:

      • Emails only go to attendees who complete registration.

      • The ticket purchaser might not be the person attending the event.

  5. In the Reply To field, enter the email address that recipients can reply to for timely answers to their questions.

  6. The Subject is your chance to tell recipients what the email is all about. You know what to do. 😄

Write a message

Now that you've entered the basic information, it's time to start crafting a message! The Message editor offers standard text formatting options — text size presets, styles, colors, numbers, and lists. You can also insert hyperlinks and as many images as you want.

💡 Keep in mind, the editor doesn't support HTML tags and formatting. Images must be no wider than 600px.

The Subject and Message sections of the New Email modal.

Supported Variables

The 'Supported Variables' section lets you add a little personalization, and it saves you time, too. 😉 Click a variable to insert a placeholder into your email name, from name, subject, or message. For example, if you begin your email with "Hi" and then click the Attendee First Name variable, it inserts that placeholder into the message text. When someone named Pat Smith gets the email, it says "Hi Pat".

The Message and Supported Variables sections of the New Email modal. A sample message has been typed in.

There are slightly different variable options depending on whether you select Attendee or Purchaser as the recipient type. Here's a list of those variables by recipient type:

Attendee recipient type

Purchaser recipient type

Event Name

Event Name

Event Link

Event Link

Attendee Full Name

Purchaser Full Name

Attendee First Name

Purchaser First Name

Attendee Last Name

Purchaser Last Name

Ticket Name

Amount Due

Ticket Price

Venue Name

Venue Name

Venue Address

Venue Address

As you use variables, refer to the Live View for a preview of how they'll appear to the email recipient.

Add buttons to your email

You have the option to include buttons in your email that link to the app stores, third-party calendar apps, the Web App, downloadable PDF tickets, and more.

Button options activated and the Add CTA button drop-down in the New email modal.
  • Show PDF ticket button - Activate this toggle if you want the email to include the recipient's downloadable PDF ticket. By default, the button is labeled 'Download Ticket'. If you customize the button text, make sure the text clearly states the button's purpose.

    💡 Keep in mind, purchasers will recieve all PDF tickets associated with their order when you when you send emails with the 'Show PDF ticket' option active.

  • Show Web App button - Activate this toggle to add a button that automatically directs the recipient to the Web App. By default, the button is labeled "Open Web App". If you customize the button text, make sure the text clearly states the button's purpose.

  • Show add to calendar buttons - Activate this toggle to give people another way to remember they registered for your event. Doing so adds Google, Outlook, Apple, and Yahoo buttons that launch the relevant calendar app on the recipient's device.

    💡 Keep in mind, if you change your Event or Community's scheduled date or time after attendees have added it to their calendar apps, their calendars won't automatically update. Attendees will need to either re-add the event to their calendar, or manually update their calendar app.

  • Call to Action (CTA) buttons - Expand the Add CTA button drop-down to add one of the following buttons to your email:

    • App Store button and Play Store button - These buttons link to the Webex Events App or Branded App download page on the App Store or Google Play. If you want the button to link to your Promo Page, replace the existing link in the 'Button link' field with your Event App's Promo Page URL.

    • Custom button - Custom CTA buttons point to any URL you like. Remember to write button text that lets people know where the button takes them.

      Each of the CTA options displayed in the New Email modal.

💡 Keep in mind, the 'PDF Ticket', 'Show Web App', and CTA button color matches the color you choose on your Registration's Appearance page.

Saving, scheduling, testing, and sending

That email looks fantastic! Before you spread the joy to all your recipients, test the email first. Simply click the Send Test Email button to send a test email to your Platform account email address.

💡 Keep in mind, if you're not sure what your Platform account email address is, click your user profile icon in the top right corner of the Platform to check.

Once you've reviewed the test email, click Send Now or Scheduled Time under the Send field.

  • If you choose 'Send Now', scroll back to the top of the window and click Send Email

  • If you choose 'Scheduled Time', enter any date and time in the future, then click Schedule Email at the top

  • If you're not ready to send or schedule the email, click Save as Draft

    The Send portion of the New Email modal. Scheduled Time is selected.

💡 Keep in mind, scheduled emails are sent regardless of whether your Webex Events contract has expired.

Manage Emails

After you send or schedule an email, it's listed on the Emails page with its current status. Sent emails show delivered, sent, opened, and link click counts. Cloning an email is a great time saver, especially when you need to send similar emails to different attendee segments.

Click the Settings () icon to edit, clone, cancel, or delete scheduled emails any time before they're sent. If you cancel a scheduled email, it reverts to 'Draft' status.

The Settings menu for a scheduled email.

If an email is 'In Progress', you can't edit the email. The 'In Progress' status means that the email is being processed through our email provider. The time it takes for the status to update to 'Sent' varies depending on the number of recipients.


Export an email to review email metrics and track campaign success. Simply click the Settings () icon next to a sent email and click Export.

The Settings menu for an email expanded.

The export file contains three sheets: Email Metrics, Recipient Metrics, and Appendix. The Appendix contains information to help you understand the information in the other two sheets.

The Email Metrics sheet shows counts for:

  • Delivered - The total number of emails delivered to recipient inboxes.

  • Sent - The total number of emails sent, regardless of whether they were delivered.

  • Opened - The total number of emails opened by recipients.

  • Link Clicks - The total number of times recipients clicked links inside the email.

  • Unsubscribed - The total number of recipients who unsubscribed from the email.

  • Blocked - The total number of blocked email addresses.

  • Invalid - The total number of invalid email addresses.

  • Marked as Spam - The total number of emails marked as spam.

The Recipient Metrics sheet shows recipient-specific information and counts for:

  • Delivery Status

    • In Progress - The email is being processed by our email provider and is in transit to recipient inboxes.

    • Not Delivered - The email was sent, but it couldn't be delivered

    • Bounced - The email was rejected by the recipient's email server.

  • Opened - The number of times the recipient opened the email.

  • Link Clicks - The number of times the recipient clicked links inside the email.

  • Delivery Message - If an email delivery fails, the Delivery Message column shows the reason. If an error occurs due to an email domain, we recommend you contact the attendee's IT admin and ask them to allow emails from our domain. Then, try sending the email again to only the recipient(s) that didn't receive it.

Now you know everything you need to start sending emails from Webex Events Registration. Go forth and email! 📄 🚀 📫

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