Emails Sent Automatically to Member Users and Admins
Event ticketing systems include a range of fully customisable email templates that Admins can use to manage automated communication with attendees at every stage of an event. These emails ensure that users receive important updates and confirmations related to their bookings, accounts, payments, promotions, tickets, and waitlists. By setting up these templates, event organisers can provide a seamless and professional experience for attendees while reducing manual administrative work. There are also few instances of templates that are sent exclusively to Admins to notify them when Accessibility bookings are requested, or when their scheduled mailouts are about to be triggered.
Here’s a summary of their collective use:
- Booking-related templates: These notify users about the status of their bookings, whether they’re confirmed, cancelled, or missing information (e.g., names).
- Payment-related templates: These confirm transactions, provide invoices, receipts, credits, and finance-related updates.
- Ticket-related templates: These notify users about the status of their tickets, including collection deadlines, cancellation, and the opening of online collections.
- User-related templates: These manage account actions, such as account creation, password resets, email changes, suspensions, and registration validations.
- Alert and Waitlist templates: These are used to manage notifications about event alerts, as well as actions related to waitlist additions and removals.
- Promotion-related templates: These inform users about assigned promotions or invitations to participate in offers.
Essentially, these templates enable automatic (except for the Mailout ones), consistent, and timely communication with users, ensuring they receive relevant updates, reminders, and actions related to their event interactions, bookings, and account statuses. They help organisers manage user expectations and engagement throughout the event lifecycle.
the below list includes all templates automatically sent to Member users for action they make, or actions taken by Admins on their account.
| Template | Description | Related guides |
|---|---|---|
| alertList/add | This template informs the user that they have been added to the Alert List for a specific event. | How to Utilise the Alert List feature |
| alertList/notify | This template informs users that are on an Alert List for a specific event that tickets are now available for them to book. | |
| alertList/remove | When a user decides to remove themselves, or are removed by an Admin from an event’s Alert List, they will receive this email template to notify them about their removal from that Alert List. | |
| booking/cancel | This template serves to inform users that their cancellation request for one of their booking has been processed. | Comprehensive Guide to the Ticket System |
| booking/confirm_ticketed | This email confirms the booking of ticketed events, providing users with relevant details about their tickets. | |
| booking/confirm_ticketed_namesMissing | This email is sent when a ticketed booking is made, but certain required details, like names, are missing from the booking information. | |
| booking/confirm_unticketed | This email confirms the booking of an unticketed event, where no tickets are required or issued. | |
| booking/confirm_unticketed_namesMissing | This email notifies users when they have confirmed an unticketed booking, but names or other required details are missing. | |
| booking/linkdistribute | This email is sent to provide the booker with the appropriate link from which they can access or download their tickets. It contains a link and instructions. | |
| booking/request | This template is used to inform that a booking request has been submitted. | |
| booking/requestapproved | This email is sent when a booking request is approved. | |
| event/cancelled | This email is sent to the booker whenever an event they have booked a ticket, joined an Alert List, Waitlist, or request to purchase tickets about, is cancelled. | How to Cancel an Event |
| event/invite/generic | This email is sent to notify a user that they have been invited to book tickets to a specific event. The email contains the URL from which they can process their booking, as well as general information about the event, such as Event’s name, Date, Time and Location. | |
| event/missed | This email notifies the booker that they, or any of they guests, have not attended the event they have booked their tickets for. The template contains information about the event, as well as an invitation to cancel their booking in advance in future, with instructions on how to do so. | |
| mailout/generic | This template is used to communicate some ad-hoc information to bookers. Differently from other templates, this one is not triggered automatically, but it is used to manually send bulk emails regarding a specific event. | https://events-help.bmt.bafta.org/help-articles/how-to-create-an-email-to-all-bookers-in-an-event-based-on-criteria/ |
| payment/credit | This email notifies the booker that a Credit Note has been raised against one of their invoices for one or more tickets that they booked. It contains the invoice number, and an attachment document for the Credit Note. | How to Setup and Manage the Different Payment Structures |
| payment/creditfinance | Similarly to the Payment/credit one, this template informs the booker about a Credit Note raised against one of their bookings, it contains the Credit Note number, the reason why it was raised, as well as the invoice number and the event name related to the booking (typically an Awards ceremony). | |
| payment/invoice | This email template contains an attachment document, which is the invoice for a booking made by a specific user. | |
| payment/receipt | This template contains information about a specific event booked by the user, such as Venue, Address, Date/Time and Number of tickets booked, as well as the receipt for the booking, in the form of an attached document. | |
| promotion/assigned | This email informs the user that they have been assigned a promotion, often offering a discount or special offer. It contains all the necessary information about the Event(s) the promotion is valid for. | How to Create Promotions and Apply Them |
| promotion/invite | This template invites users to participate in a promotional offer such as a price discount for an event. It contains all the necessary information about the Event(s) the promotion is valid for. | |
| ticket/cancel | This email confirms the cancellation of a ticket for an event. | |
| ticket/onlineCollectionDeadlineAttendee | This email notifies the attendee about the deadline for online ticket collection. | How to Use the Guest List Page |
| ticket/onlineCollectionDeadlineBooker | This email notifies the booker (the person who made the booking) about the deadline for online ticket collection. | |
| ticket/onlineCollectionLink | This template provides a link for online ticket collection. | |
| ticket/onlineCollectionOpenAttendee | This email notifies the attendee that the online ticket collection is now open. | |
| ticket/onlineCollectionOpenBooker | This email notifies the booker that the online ticket collection is now open. | |
| user/createdSetPassword | This email is sent when a new user account is created, prompting the user to set their password. | |
| user/emailAddressChanged | This email informs the user that their email address has been changed successfully. | |
| user/passwordReset_complete | This email confirms that the user’s password reset process has been completed. | |
| user/passwordReset_start | This template notifies the user that their password reset request has been initiated. | |
| user/suspended | This template is used to inform a user that their account has been suspended. | How to Suspend Bookers Who Regularly Miss Events |
| user/suspensionChanged | This template is used to inform a user that their account has been suspended. | |
| user/suspensionEnded | This email informs the user that their suspension has ended and they can now access the system. | |
| user/validateEmailAddressChange | This email is sent to validate a change in a user’s email address. | |
| user/validateRegistration | This template is used to confirm a user’s registration and may include a validation link. | |
| user/welcome_registered | This email welcomes a user who has successfully registered for the system or service. | |
| waitList/add | This email is sent when a user is added to the waitlist for an event. | |
| waitList/notify | This template notifies users on the waitlist about availability or updates related to the event. | |
| waitList/remove | This email informs the user that they have been removed from the waitlist. |
There is also a short list of templates that are used to automatically notify Admins when certain system actions are triggered
| Template | Description | Related guides |
|---|---|---|
| booking/accessibilityrequested | This template notifies the organiser that a request for accessibility needs has been submitted in relation to a booking. | https://events-help.bmt.bafta.org/help-articles/how-to-request-accessibility-information-as-part-of-the-booking-process/ |
| mailout/processed | This template notifies Admin that a scheduled Event Mailout is about to be sent out. It contains information about which Event Mailout is being sent, and a list of users who will be sent the emails. | https://events-help.bmt.bafta.org/help-articles/how-to-create-an-email-to-all-bookers-in-an-event-based-on-criteria/ |