You can edit the communication sent to applicants. When you create a program the system automatically adds four automatic emails: 

  • Successful registration
  • Successful payment
  • Cancelled registration
  • New judge invitation

These emails have default text in the language you’ve set for the program, but you can edit the text. However, you cannot delete the default emails as they are required by the system to function.

Send options allows you to set the displayed name for outgoing emails and add a “Reply to” email address for receiving email replies from registrants. The Reply to email address has to be verified first, if you haven’t added one yet, go to the organization's email addresses settings and add one.

Adding a new automatic email

Click on the Add email button to create a new automatic email. You can choose from a number of functional emails:

  • Submission sent
  • Submission approved
  • Submission rejected
  • Submission shortlisted
  • Pending submissions reminder
  • Pending judging reminder
  • Custom

Creating a Custom email

Custom emails can be anything, from reminders, to important information about changes related to the program. While the other emails are sent automatically based on certain situations being met, the custom email can be sent at a scheduled date and time. You can also choose specific application categories and/or statuses for the email to be sent to.

Using merge fields

Merge fields are strings of text that are automatically replaced with the recipient’s corresponding values when the email is sent. For example [first_name] will be replaced with the participant’s first name.

Here’s a quick example:

- You can enter “Thank you for registering, [first_name]!”

- John, who just registered for your program will see this as “Thank you for registering, John!

Please note that the [registration_link] merge field is mandatory for all automatic emails, except for Custom.

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