Email creator

With InEvent, you can easily create personalized emails using the Email creator tool and send them to event invitees, attendees, and custom lists of people. In addition, you can also configure automatic emails, create customized email templates, and set up triggers to send your emails automatically.

To open the Email creator, navigate to Marketing > Communication > Email creator.

Screenshot showing how to navigate to the Email creator

The Email creator has 4 main sections which can be accessed from the left sidebar:

Screenshot of the Email creator interface.
  • Emails: You can create and personalize emails in this section.
  • Automatic emails: You can configure and customize automatic emails in this section.
For more information on automatic emails, refer to our Confirmation email and other automatic emails article.
  • Templates: You can create and customize email templates in this section.
  • Triggers: You can set up triggers to send customized emails automatically in this section.

How do I create a personalized email?

You can create a personalized email by following the steps below.

  1. Navigate to the Email section in the Email creator page.
  2. Click on the + New email button in the top left corner.
  3. Enter the email subject and choose a System template or click on My templates to select a custom template that you have created.
To learn how to create custom Templates, refer to the Creating custom templates section of this article.
  1. Press the blue Create button.
New email


After adding the subject of your email and choosing the email template, you will be directed to the design and customization page of the email. 

Adding sections

You will find six categories that contain different options to create sections on your email. To add a section, drag it from the left to the email on the right.

  • Typography: In this section you will find headings and text templates of different font sizes and formats, with and without editable icons and buttons, lists and tables.
  • Media: Here you will see options to insert images, an editable QR code, a section with all your event sponsors that you previously added under Event > Sponsors, as well as a section with all the event Speakers added under Event > Speakers. Click here for more information about the Sponsors' section on the email and its customization and here for more information on the Speaker's section on the email and how to customize it.
  • Layout: Add divisions to your email sections.
  • Button: Insert different buttons, such as 'App download', 'Add to Calendar' and the attendee's Digital Ticket Voucher.
  • Social: Add social media links to your email. The links can be edited by clicking on the section in the email body and clicking Social content on the left menu, where you can toggle link visibility using the check boxes and input the links to your social media.
  • Footer: Choose between 2 footer options for your email.
  • My Snippets: This helps you recreate emails faster. If you have created snippets, you can easily add them to your email.
The recommended dimensions for email header images are 750px x 275px or for lower resolution this can be 600px X 220px.
Email Design

Editing sections

You can reorganize, duplicate, and delete sections using the icons at the right corner of each added section.

You can also change icons and make them clickable as shown below.

You can also create snippets which will helps speed up email creations by clicking on the save red icon.

Editing sections

Creating a Snippet

Snippets are custom, predefined email elements that can be inserted to custom emails or automatic emails. You can save time and effort by saving commonly used elements as snippets to be used in other emails.

To create snippets, follow the steps below:

  1. Locate the added section you wish to make a snippet.
  2. Click on the red save icon at the right corner of the section.
  3. Enter the Snippet's title.
  4. Choose an icon for the snippet.
  5. Click on Create.

The created snippet will be available for easy use when creating new emails or editing automatic emails in the My Snippets section.

Creating a snippet

Only one snippet can be created for each element.

To remove a snippet, simply go to the My Snippets section, hover around the snippet and click the remove trash icon that appears.

Removing a snippet

Sections settings
  • Text contents

To add text and links to a section, click on the text and an edit box will open up on the left side. Here you can enter your Dynamic content which contains either information about your event or information about a personYou can add Dynamic links for example to your website, registration form, download page, and account page. Also, you will be able to add images, tables, links, forms and edit the format of the email. 

Click here for further information on how to use the dynamic content.

For a good view of email in Outlook, we recommend the application of dimensions 600 X 200.
  • Background

You can choose the section's color on the color picker or enter the hex code of the color you would like to have. You can ask Google what hex code represents each color. For example, blue is #0000FF.

When entering an hex code, there is no need to add the #, as this is added automatically by the platform.
  • Padding

Padding goes around all four sides of the content and you can target and change the padding for each side (just like a margin).

  • Show content

You can decide whether to show or hide certain content from a section such as Speaker content, Sponsor Content Social content and Calendar content.

Not all sections have this option available.
Sections settings

Once you have finished editing your email, you can proceed to choose the recipients of your email by clicking Target.

Sections settings > target
Generating emails with the ChatGPT Email AI

With InEvent's ChatGPT Email AI, you can easily generate an email by entering a prompt from the email builder. To use this feature, you need to enable the Email AI tool from the Settings > Registration page.

Below are instructions on how you can use the tool in the Email creator:

  1. Add a text content into the email body.
  2. Click on the text content to display the text editor.
  3. Click the ChatGPT drop-down box in the text editor.
  4. Select Email AI. A pop-up box will appear.
  5. Enter your email prompt in the Write an email for text field.
The Email AI can only process prompts written in English.
  1. Press Generate to start processing your request. When the process is finished, a new pop-up box will appear.
  2. Add the generated email by pressing Use content.
  3. Review the generated email and edit if necessary before saving.
GIF showing the instructions on how to use the Email AI
Understanding ChatGPT Email AI token equivalents
ChatGPT Email AI token equivalents
One token is approximately equal to 4 English characters.
One token is approximately equal to 0.75 words.
One hundred tokens is approximately equal to 75 words.


One to two sentences is approximately equal to 30 tokens.
One paragraph is approximately equal to 100 tokens.
1,500 words is approximately equal to 2,048 tokens.

Target audience

In the Target section, there are two drop-down boxes that will help you select recipients. The boxes are highlighted below:

Target audience

The first drop-down box allows you to choose the group of targets who will receive your email, as highlighted below:

Target audience

You can choose from the following groups:

  • All attendees
  • All invited
  • All registrants
  • All lists
  • Members of Custom lists you have created

Afterwards, using the second drop-down box, you can select targets (individual members or lists) within the chosen group as recipients or further specify them using various filters, as shown below:

drop-down box

Using the drop-down box above, you can choose from several options:

By choosing Manual selection, you can manually select targets by ticking the box beside the target's name, as shown below:

Manual selection

You can also select or deselect all attendees at once by checking or unchecking the Select All Attendees checkbox when using Manual selection, as shown below:

Select All Attendees

By choosing All, you can automatically select all available targets as recipients.

Filters are available depending on the group you have chosen in the first drop-down box, with the specifics listed below:

  • All attendees
    Refer to this this article for Attendee filters.
  • All invited
    Refer to this this article for Invitee filters.
  • All registrants
    Filters available for this option are:
    • Pending purchase: Registrants who have not completed their purchase
    • Enrolled: Enrolled attendees
    • Waitlist: People who are still waiting for approval
  • All lists: Only Manual selection and All will be available for this option.
When All lists is selected, all members in selected lists will be added as recipients.
  • Members of Custom lists you have created. Only Manual selection and All will be available for this option.

Once you have finished selecting the recipients of your email, you can proceed to review and send the email by clicking Review.

Target audience > Review

Review & Send

In the Review section, you can verify the email subject, set a trigger, configure reminders, and either send the email immediately or schedule a specific date and time for its delivery.

Setting a trigger

You can create a trigger for your email, such that it will be sent as soon as someone responds to a specific form. To do this, click Edit in the Trigger field.

Screenshot email creator > trigger

Choose the desired form from the available options in the drop-down that you want to link to the email, and then click the blue Save button.

Screenshot trigger > save

Scheduling an email reminder

To schedule email reminders at a specific time interval, click on the Edit button in the Reminders field.

Setting an email reminder

Next, choose your preferred reminder time schedule from the available options and press the Save button.

Schedule a reminder

Once the reminder is set and the email is sent, the email will be resent to recipients at the scheduled time intervals.

Sending the email

After setting the trigger and reminder (optional), you can send the email immediately or schedule the specific date and time that you prefer to send the email. To do this, click on the Edit button in the Send email field. 

Screenshot review > send email

After setting the timing, click on the blue Save button and then press the green Send button.

Screenshot send email > send
All scheduled messages are scheduled following your event's time zone. To check it, click on Event > Details > scroll down until you see Timezone.
Once sent, the custom email can no longer be edited. If you want to edit an email that has already been sent out, you should copy this email, make the necessary adjustments, select the target audience, then send it.

How do I send an email preview?

You can preview the email on a computer or on a smartphone by clicking on the preview button, or you can send a preview to your email by following a few steps.

To send an email preview:

  1. Press the Preview button in the top right corner of the page.
  2. Click on the drop down menu of Target list and select if the person you are sending to is from your Attendees or Invitees list.
  3. Choose the person you are sending the email to from the field Select the person whom should receive the preview by typing their name.
  4. Click on the blue Send preview button if you would like to send the preview email to yourself or another user.
The preview email costs an email credit. Click here for further information.
Gif showing how to send a preview Email to Invitees and Attendees

The email received will contain a preview of the email and the possibility to View in browser the preview as shown below:

Gif showing how the preview email appears

You can preview automatic emails even after they have been sent out to attendees. But when it comes to custom emails, you can only send yourself a preview before sending it out. Once you send a custom email to the attendees, this option won't be available anymore.

Configuring automatic emails

In the Automatic emails section, you can disable or enable automatic emails using the Status toggle. You can also customize the design of automatic emails by pressing on the blue Open email editor button that corresponds to the automatic emails. Then, you will be able to customize the email subject, layout, and design.

For more information on automatic emails, refer to our Confirmation email and other automatic emails article.
GIF showing the Automatic emails section of the Email creator.

Creating custom templates

In the Templates tab, you can create custom templates off the system templates available for your emails. To create a custom template, follow the steps below:

  1. Click on Templates from the left menu of the Email creator interface.
  2. Click on +New template.
  3. Type the name of your template under the Name text box.
  4. Click on Create.
Creating custom templates > New template

Once you have created the custom templates, they will appear in the Templates tab and will be available for you to select from My templates when creating an email.

To remove a custom template, simply click on Edit and tick the checkbox of the template you want to remove, click on the Remove button at the top right corner of the page. A confirmation pop-up will appear, click on Remove again to confirm the action.

Removing a custom template

Setting up email triggers

In the Triggers section, you can set up and configure triggers to send your custom emails automatically using custom templates.

Screenshot showing the Triggers section in the email creator.
Ensure that you already have a custom email template set up.

To set up a new trigger, follow the steps below:

  1. Click on the New trigger button on the top left corner. The New trigger pop-up box will be displayed.
  2. Select an Action using the drop-down selector. The available options are as follows:
  • Finishes a form: Set so that the email is sent when a user finishes a form.
When this option is selected, you will need to select a specific form from the Select a form drop-down selector. The available form options include the Abstract Submission form and Review form, Attached forms, and custom forms that have been set up.
  • User is waiting for approval: Set so that the email is sent when a user has applied for your event and is waiting for the organizer's approval.
  • Users with purchase unfinished: Set so that the email is sent when a user has an unfinished purchase.
  • User is added to list: Set so that the email is sent when a user is added to a list.
When this option is selected, you will need to select a specific list from the Select a list drop-down selector. Click here to learn how to create lists.
  • User removed from list: Set so that the email is sent when a user is removed from a list.
When this option is selected, you will need to select a specific list from the Select a list drop-down selector.
  • User registered without activities: Set so that the email is sent when a user registers to the event without selecting any activities to join.
This trigger is best used together with Activities on form enabled and activity Automatic enrollment disabled.
  • Feedback submission approved: Set so that the email is sent when a user's feedback submission is approved.
  • Feedback submission rejected: Set so that the email is sent when a user's feedback submission is rejected.
  1. Select a custom template using the Select an email template drop-down selector.
  2. Enter the amount of minutes this trigger should be delayed for using the Delay text box. When adding a delay, the system will check if the action still fits the trigger criteria before dispatching the email.
The Delay field accepts answers in numbers only.
  1. Press the Create button.
GIF showing how to set up a new email trigger.

Removing an email trigger

To remove an email trigger, click on the Edit button. Then, select the trigger(s) to be removed using the corresponding checkbox, and click the Remove button.

Screenshot showing how to remove email triggers.


You can access the relevant tools of the Email creator by clicking on the Settings button in the top right corner of the page. A pop-up will appear with the tools that will help you customize your email settings. The tols are segmented into their various categories: Registration, Moderation, and Extra.

To enable or disable a tool, click on the switch next to it as shown below:

Email creator tools

Alternatively, you can access these tools from the Tools page (Settings > Tools). Click here to learn how.

Email Analytics

To see a full analytic report of your emails, click on Analytics from the left menu under the Report section. This section will show all the statistics of your emails. To learn all about the analytics report, refer to the Email Analytics.

Email analytics

  • If you wish to white label your event app as well as have custom emails, take a look at our Custom email article.
  • To prevent your event's email quota from being blocked due to a high bounce rate check out our Reducing your email bounce rate article.

How Did We Do?