Dynamic Emails allow you to automatically send the right message to the right registrants without manually writing and sending individual emails. You can trigger emails based on when the registrant purchases the order or when someone checks into your event.
These dynamic options make it easy to send timely, relevant communication, whether you’re sharing important event details, highlighting upsell opportunities by registration option, or following up after check-in. You can also use this feature to send custom information to specific registration options. This article will walk you through how to set up and use Dynamic Emails.
Dynamic Email Pricing
If you are on the RegFox Premium or RegFox Professional plans, Dynamic Emails is included at no additional cost.
If you are on the RegFox Standard plan, Dynamic Emails cost $0.02 per email recipient, and this feature requires a card on file to use. Your account is invoiced every 30 days for any emails sent during that billing period.
Learn more about RegFox plans here.
Sample Use Case
Dynamic Emails are flexible and powerful, making them useful for a wide variety of scenarios. Below are several ways you can put Dynamic Emails to work for your event.
VIP Only Instructions (Purchase Trigger): Send a follow up email to registrants five minutes after a VIP Registration Option is purchased with early entry and backstage meet-and-greet details
Post Check-In Thank You (Check-In Trigger): Automatically send a thank-you email with a feedback survey or event photo link one day after a registration is checked in
Jump to...
Getting Started
Hover over the Email Center tab in the top menu bar
Select Dynamic Emails from the dropdown
Click Create Campaign
Configure Your Email
Create the Campaign Name - This is for internal and reporting purposes only
Select the Page(s) you want to send to send a dynamic email to
If you send the email to a single page, add a Filter(s) to only send your dynamic email to specific people
Registration Option - Only send your email to people who selected a specific registration option
Order Date - Only send your email to people who registered for your event between specific dates
Click Continue
Pro Tip: The filtering option goes away when you send an email to multiple pages. Filters are only available when you select one page per email.
Note: Dynamic Emails only send to registrants who match the filter criteria you set. For example, if you schedule a Dynamic Email to send 24 hours after purchase, this email will not go out to someone who registered for your event a week ago. Instead, the email will only send to registrants who purchased within the last 24 hours or to new registrants moving forward.
Write Your Dynamic Email
Set the Subject Line of the email
Enter the From Name - This text will be who the email is showing it is coming from
Enter the Reply-to email - This email address will receive any responses if recipients reply to the email
Create the Message - The message field is used to customize your email message
Click Review and Schedule
Pro Tip: You can automatically include the recipient’s first name, last name, or full name in your email subject or body. Click here to learn more about using variables in your emails.
Note: Dynamic Emails will only send to registrants with a Completed status. Registrants that are not Completed will not receive your Dynamic Email.
Schedule, Review, and Send the Dynamic Email
Review your email
Select the trigger event. Choose whether the email should send after the registration is purchased or after the registration is checked in at the event
Set the timing: Decide how long after the trigger the email should be sent (for example, a specific number of minutes, hours, or days)
Click Schedule Campaign
Note: Dynamic Emails can either be sent after the order is purchased, or the registration is checked in at the event.
When using the Purchase trigger, the email is sent after the order is submitted and once the delay time you set has passed. This email will be sent to the billing email address and to each individual registrant email, if you are collecting an email address for each registrant.
When using the Check-In trigger, the email is sent to the individual registrant's email address after their registration is checked in and after the delay time you set. The email is sent only to the registrant. The billing email address will not receive this email. To use this trigger, you must collect an email address for each registrant on your event page. Click here to learn how to require an email address for each registrant on your page
Add a Recipient's First Name, Last Name, or Full Name to an Email
You can personalize your emails by dynamically inserting a recipient’s first name, last name, or full name using email variables. This allows each email to feel more direct and engaging. RegFox also gives you the option to add custom fallback text in case a contact does not have a name associated with their email. This ensures your message reads naturally for all recipients.
When writing your email, click the {·} icon located to the right of the subject line or in the message field's menu bar
Select the variable you want to add to your email. You can add the first name, last name, or full name to the email
Add fallback (default) text that will appear if the recipient does not have a name associated with their email. To do this, enter the text you want to appear inside the quotation marks in the
default: ""field. If left blank (the default setting), nothing will be inserted when a contact does not have a name on file
Pro Tip: When reviewing your email, you can use the Variable Preview options to see how your message will appear. This feature can be used to preview how your email will look when a name variable is added.
Click Raw to preview how the underlying email content appears. This view shows the raw text for the variable and does not reflect how the email will look to recipients
Click Sample to preview how the email appears when a contact has a name. If your message includes a variable, this option inserts a sample name into the email
Click Fallback to preview how the email appears when no name is available. This option shows the default text you added for the variable
Manage Your Dynamic Email
Pro Tip: If you set a Dynamic Message to Inactive and there are messages in the queue, those emails will be sent. After the emails in the queue are sent, RegFox will stop sending emails for the inactive campaign. If you want to halt all future messages from sending, including those in the queue, we recommend deleting the dynamic message.
Note: Users can only delete inactive Dynamic Emails. If you want to delete a Dynamic Email and do not see the trash can icon, first update the status to Inactive.
Hover over the Email Center tab in the top menu bar
Select Dynamic Emails from the dropdown
Find the Dynamic Email you would like to manage, and click any of the following icons:
The status toggle allows you to turn on or turn off the Dynamic Email on your page
The duplicate icon allows you to duplicate a previous email to send in another Dynamic Email
The pencil icon allows you to edit the email
The eye icon allows you to view the email
The envelope icon allows you to send a test email to an email of your choice
The trash can icon allows you to delete the email
FAQs
What User Permissions do I need to be able to create and send Dynamic Emails?
What User Permissions do I need to be able to create and send Dynamic Emails?
A user must have full Manage permissions and full Reports & Exports permissions to send Dynamic Emails. Any account owner, admin, and user with full Manage and Reports & Exports permissions can send Dynamic Emails.
What are the available time increments I can schedule to send a Dynamic Email after someone makes a purchase or checks in to my event?
What are the available time increments I can schedule to send a Dynamic Email after someone makes a purchase or checks in to my event?
Dynamic Emails can be sent in any of the following timeframes after a purchase:
5-55 minutes after the purchase or scan
1-23 hours after the purchase or scan
1-31 days after the purchase or scan
Why isn’t my page appearing in the list of RegFox pages available for sending a Dynamic Email?
Why isn’t my page appearing in the list of RegFox pages available for sending a Dynamic Email?
A common reason a RegFox page doesn’t appear in the list for sending a Dynamic Email is that the page hasn’t been published yet. A page must be published before it will appear as an available option. If your page isn’t showing up, we recommend publishing it first, then trying again to send your Dynamic Email.