Event and activity communications

Depending on the type of configuration you choose, the Yapla Events application allows you to activate some automated communications to inform your participants of the status of their registration: validated, cancelled or pending payment. You can also send them a reminder a few days before the event and include the information they need to attend.

Once you have defined the registration process (with or without the Registration Manager mode ) and pricing, you can activate automated communications as needed. The communication list can be found in the Communications menu of your event.

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If the "Registration Manager" mode is not activated, the recipient identified as the person responsible in the communications is the default participant number 1. 

If one or more of your rates are free, the following communications will be useful:

Registration confirmation

Activation of the registration confirmation triggers an email to all participants, including additional participants (if the registration form for additional participants contains the email field).

📄 No invoice attached


Free event registration confirmation to the responsible

If you only want to inform the person in charge of registration, activate instead the confirmation of registration for a free event to the person in charge.

📄 No invoice attached

 

In the case that your event includes one or more paid rates, the following communications will be useful:

Validated registration confirmation to the responsible

Activation of this communication triggers an email to be sent to the person responsible for the registration when the status of the registration is validated. This is where you will be able to insert the paid invoice.

📄 Recommended invoice as attachment: Paid invoice


Registration pending payment

Activation of this communication triggers an email to the person responsible for the registration when the status of the registration is pending payment. This is where you will be able to insert the invoice to be paid. Also take advantage of this opportunity to remind you of the payment receipt information.

📄 Recommended invoice in attachment: Invoice to be paid

 

Registration confirmation

Activation of this communication triggers an email to all participants upon registration. By using this communication, you may, for example, want to confirm registration, without mentioning billing information.

Please note that if the person responsible for registration is participating in the event, he will also receive this communication, so it is better not to put the same text in it as in the communication sent to the person responsible.

📄 No invoice attached

 

Validated registration confirmation to the participant(s)

Activation of this communication triggers an email to be sent to all participants when a registration changes from "Pending payment" to "Validated" status. It is recommended to activate this communication only when you want to inform participants of their registration once payment has been received. 

📄 Recommended invoice attachment: None

 

In the case that your event works with preregistration

Preregistration confirmation to participant(s)

The activation of this communication triggers an email to be sent to all participants when a preregistration is made.

📄 No invoice attached 

 

Registration cancellation

Activation of the "Registration cancellation" communication triggers an email to inform of the status of the registration that has changed to "Cancelled". You can then choose the target of this email: responsible, participant, administrators, event promoter or specific target.mceclip2.png

📄 Recommended invoice as attachment: Cancelled invoice

 

Registration reminders

Participant(s) reminder

Setting up the Participants reminder communication allows you to send an email to participants a few days before the event date. The settings for this communication allow you to determine how many days before the event the automated email will be sent.

The number of days is calculated as follows: 

- If I indicate 1 day : The communication will be sent at night between D-1 and D-D of the start day of the event. 

- If I indicate 4 days: The communication will be sent at night between D-4 and D-3 of the start day of the event. 

For post-event reminders, these are calculated according to the end date of the event. 

Example: My event takes place from 22 October to 23 October. 

- If I set the pre-event reminder to D-1, the reminder will go out on the night between October 21 and 22. 

- If I set the pre-event reminder to D-4, the reminder will go out on the night between October 18 and 19. 

- If I set the post-event reminder to D+4, the reminder will go out on the night between 26 and 27 October. 

 

📄 No invoice attached

 

Reminder to participant(s) in waiting payment

The Reminder to participant(s) awaiting payment communication configuration allows you to send an email to participants whose registration is awaiting payment. The settings for this communication allow you to determine how many days after the participant's registration the communication will be sent.

📄 Recommended invoice as attachment: Invoice to be paid

 

Manual message

The "Manual message" communication type allows you to send a personalized message on demand. This feature is available from the list of registrations for an event and from editing or viewing a particular registration. Once you have created your communication with the "Manual message" type, you just need to use the "Send a communication" button and select the desired communication.

📄 Recommended attachment: Optional

 

Use of keywords

To make your life easier, we advise you to use as many keywords as possible in your communications. For example, rather than manually writing the name of your event in the text, use the event name field available in the Event Keywords list instead.

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That way, when you duplicate your event, the communications will already be configured and adapted to your new event.

For more tips on configuring your communications, please refer to the Checklist article.

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