The Custom Emails module is where you can personalize and categorize emails sent to your event participants. You can set not only the text, but also a welcome graphic, thematically tailored to your event.
Email banner specification:
Proportions: 2:1
Format: JPG, PNG
Resolution: 72 ppi
This module lets you create custom emails such as:
Welcome email (new users) - email sent to new users who are not in the Meeting Application database and/or havenât activated their account yet by clicking the activation email.
Welcome email (registered users) - email sent to users who are already in the Meeting Application database and have an active account because they took part in an event organized on our platform in the past.
Quick login email - email sent to users who donât remember their password and decide to use the Magic Link login option. In the message sent, the user receives a unique link which, when clicked, logs them into the system automatically.
Event ticket email - message sent to participants who registered for your event by buying a paid ticket or by filling out a form and getting a free pass.
Workshop ticket email - message sent to people who, when buying a ticket, also got access to a workshop or training held as part of the event.
Email for assigning items - the system allows selling tickets and add-ons without assigning them to a person, to be assigned later. The email is sent to participants who didnât provide the holderâs data at the purchase stage or later. An unassigned ticket doesnât entitle the holder to enter the event.
Email to exhibitor moderator - a message sent to users who have been given the status of exhibitor moderator by the event organizer. You can learn more about the exhibitor moderator function from this article.
Email with invoice - a message sent to participants who, at the ticket purchase stage, requested an invoice made out to a person or to a company. The document is sent as an email attachment.
Email with proforma invoice - a message sent to participants who, at the purchase stage, chose payment based on a proforma invoice.
After the proforma is paid and the transfer is booked, the Organizer has to confirm the received payment in the Panel, and the User automatically receives an email with the final invoice matching the paid proforma (made out to a person or to a company).
Email to finish registration - sent to people who in the past started creating an account in the system or were imported into it by the admin of another event, but never activated the account. Such a person has to complete the account registration by clicking the activation link sent in this email message.
Email confirming email address - sent to people who are going through the registration process and are at the last step, which is confirming their email address. When registering an account to join the event youâre organizing, this confirmation email can have a dedicated banner or content.
The next three types of emails are sent only for events where taking part is possible only after such a request is accepted by the Organizer. If you donât want your competition sitting in the audience â choose the event option with Ticket reservation.
Email confirming that the participation request was sent â sent to attendees who have expressed interest in taking part in the event. This email confirms that the registration went through correctly.
Email after the participation request is accepted â an email informing that the request has been accepted by the Organizer, allowing the attendee to proceed to payment (for events with paid tickets) or granting a ticket for the event (for free events).
Email after the participation request is rejected â an email informing that consent to participate was not granted and therefore the attendee canât get a ticket for the event.
Email about changing the request status to rejected â an email sent automatically when the Administrator withdraws a previously granted acceptance.
Email about changing the request status to accepted â an email sent when the decision is changed from rejected to accepted.
Mailing is a key element of communication with event participants â itâs the content and clarity of the messages you send that determine whether the participant will easily join the event, download the app, and find all the information they need.
Depending on the type of access you use for the event (e.g. open event, ticketed event, event with a white list), the login or join path to the app and on the landing page will be different. Learn more about access types from THIS ARTICLE.
If youâre organizing an event with access only from the list, where you import participants manually, in the welcome email for new or registered users be sure to indicate that joining the app and the event page is only possible by logging in with the email address to which the invitation has just been sent. You can explain that the more complicated access path is due to security and keeping the event environment closed.
In the default welcome email for new users thereâs no button to download the app (only a button to activate the account), but thereâs nothing stopping you from including such a button in the welcome mail. Remember that you can use the âDownload the appâ module available for free in the Landing Page configurator 
LINK TO THE ARTICLE.
For events that are open to the public, but with limited access to sales (e.g. tickets visible only for specific groups), you should also clearly ask participants to log in on the website, to see the available purchase options.
A well-designed mailing is not just a technical message â itâs an instruction manual, that guides the participant step by step. Without it, participants are left âon their ownâ, they have to guess what they should do and how to get a ticket or access to the event. Thatâs why itâs so important that every email clearly explains what to do next, why, and how.
To start editing the email content and add a banner image file, in the "ZarzÄ dzaj" section go to the "Niestandardowe e-maile" module. First, expand the list of emails and choose the type youâre interested in.
To start editing the selected email type, tick the 
START EDITING checkbox located just below the dropdown list.
Our system lets you pull some information from the database so the email content is personalized.
An example is {{event_title}} in the subject of a system email, which will automatically pull the event name entered in the panel in the BASIC INFORMATION tab.
The {{user_first_name}} snippet is responsible for the first name of the participant to whom the message is sent, pulled from the user profile.
The {{user_last_name}} snippet is responsible for the last name of the participant to whom the message is sent, pulled from the user profile.
The {{user_full_name}} snippet is responsible for the first and last name of the participant to whom the message is sent, pulled from the user profile.
The {{event_email}} snippet is responsible for the Organizerâs email provided in the CREATE â BASIC INFO tab
Freely edit email content so that it fits your audience and the character of your event as well as possible.
Choose the type of message you want to edit
Click and unlock the option to make changes
Adjust the email subject so that itâs consistent with your communication concept.
On the top bar youâll find tools that let you adjust the message to the tone of voice of your event. Personalized communication or adding interactive links wonât be a problem! 
Choose a header
and freely format the email copy you enter thanks to basic tools such as: bold, italics, underline, text color and highlight, alignment, bulleted or numbered list.
Add any graphic in png, jpg, jpeg, bmp, webp format.
Insert any link in the text or use snippets, e.g. the recipientâs first name.
Do you want an interactive CTA button in the email content that, when clicked, takes the participant to a specific page? Click 
and have fun with the options by changing the look, content, or position!
Upload a banner dedicated to the event youâre organizing, which will be displayed in the emails you send wherever itâs configured.
Add the selected graphic and click save. In the email preview, check whether this element is displayed the way you want it to.
Below the editor there is an email preview window where all changes you make are updated in real time. This way you can check whether the email content youâre editing matches what you had in mind. If youâve made changes and you can see them in the email preview, click SAVE.
In the next step, you can send a test email to check exactly what the message will look like in the recipient's inbox. To send such an email, go to the top of the panel and click SEND TEST EMAIL - the message will be sent to the Event Administrator's email address.
To send an email to everyone on the list use the SEND TO ALL button on the top bar
To send a welcome email to a selected group of people, choose the Users to whom the invitation email should be sent, for example by filtering selected user groups.
Then select the three dots at the bottom of the page and SEND INVITATION.
Proper delivery and display of system messages (such as invitations, tickets, or registration confirmations) is crucial for the success of your event. Itâs worth remembering, though, that for corporate attendees using Microsoft Outlook, there may sometimes be issues with fully reading the emails they receive.
These issues â most often showing up as missing information in the message body, blocked images, removed formatting, or only the message header (banner) being downloaded â are not caused by an error in the Meeting Application platform. They result directly from the strict, default privacy settings of the Outlook app itself and from corporate security policies enforced by IT departments or company firewalls.
If you get a report from a participant about system messages not displaying fully or correctly, suggest that they check their individual email settings.
Below weâve collected the three most common causes of this problem along with ready-made step-by-step instructions you can pass directly to your attendees to help them properly configure their inbox:
1. Unblocking image downloads (Trust Center)
By default, Outlook blocks images to protect you from tracking (for example, checking whether the email was opened). If you see text but images are missing:
Click Plik (File) in the top left corner of the app.
Select Opcje (Options) at the very bottom on the left side.
In the new window go to the Centrum zaufania (Trust Center) tab and click the Ustawienia Centrum zaufania... (Trust Center Settings) button.
On the left side select Automatyczne pobieranie (Automatic Download).
Uncheck the checkbox âNie pobieraj automatycznie obrazĂłw w standardowych wiadomoĹciach e-mail w formacie HTML ani w elementach RSSâ (Don't download pictures automatically...).
Confirm with the OK button.
2. Downloading full messages instead of just headers
If the message text and links are also missing, and only the âbannerâ is being downloaded (the header with subject and sender), Outlook might be saving data usage:
On the main ribbon at the top, go to the Send/Receive tab.
Click Send/Receive Groups and choose Define Send/Receive Groups....
Select your main group (usually All Accounts) and click Edit.
Select your account on the left.
In the folder options section, make sure the option Download complete items including attachments is checked, not âDownload headers onlyâ.
Click OK.
3. Turning off "Plain text" mode
If emails are full but look very "raw" (there are no clickable links, colors, or page layout), the option to read without HTML formatting may have been enabled:
Go again to File > Options > Trust Center > Trust Center Settings.
Select the Email Security tab.
In the Read as plain text section, make sure the Read all standard mail in plain text option is unchecked.
Click OK.
Have a great event with Meeting Application!
