Email Templates
Eventixa email templates let you control the content used for customer and administrator notifications.
Each supported email workflow has its own template, making it possible to customize subjects, headings, message content, and dynamic booking information without changing plugin code.
Available in: Eventixa Core + Eventixa Pro
Location: Eventixa → Settings → Emails → Email Template
Related features: Customer Emails, Administrator Emails, Email Placeholders, Reminders, Waitlist
Open Email Templates
From the WordPress dashboard, go to: Eventixa → Settings → Emails
Open: Email Template
The Email Templates screen lists all notification templates available in your Eventixa installation.
Email Template List
Each template card can show:
- Template name
- Active status
- Description
- Manage button
Click: Manage to configure an individual template.
Available Templates
Depending on the active Eventixa features, the list can include:
- Booking Completed / Ticket Email
- Payment Confirmation
- Booking Cancelled
- Admin New Booking
- RSVP Confirmation
- RSVP Cancelled
- RSVP Response Updated
- Event Reminder Email
- Attendee Ticket Re-Send
- Waitlist Admin New Signup
- Waitlist Confirmation
- Waitlist Seat Available
- Waitlist Offer Expired
Some templates require Eventixa Pro features.
ACTIVE Status
An enabled template displays: ACTIVE
The template must be active for its associated notification workflow to send the email.
If an expected email is not being generated, check the template status first.
Manage a Template
To edit a template:
- Go to Eventixa → Settings → Emails → Email Template.
- Find the template.
- Click Manage.
- Review the available settings.
- Edit the subject.
- Edit the heading.
- Edit the message content.
- Configure the template status if available.
- Save Changes.
- Test the workflow.
Template Subject
The subject is the line customers or administrators see in their inbox.
Use a clear and specific subject.
For example: Your Event Registration Is Confirmed or New Event Booking Received
Avoid vague subjects such as: Notification
Template Heading
The heading appears inside the email content.
For example: Booking Confirmed or Payment Received
Keep headings concise and relevant to the email trigger.
Message Content
The message body should explain:
- What happened
- Which event is involved
- Important booking or attendee information
- What the recipient should do next
Keep transactional emails focused.
Use Dynamic Placeholders
Eventixa placeholders let you insert dynamic information into a reusable template.
For example:
- Customer name
- Event title
- Booking reference
- Event date
- Ticket name
- Booking amount
Instead of hard-coding booking details, use the supported placeholders.
Example Without Placeholders
A poor reusable template might say:
Your Community Science Festival booking EC26001572 is confirmed.
This only works for one booking.
Example With Placeholders
A reusable template can effectively produce:
Your {event_name} booking {booking_id} is confirmed.
Eventixa replaces the placeholders with the correct booking information when the email is generated.
The exact placeholder syntax and supported values are covered in: Email Placeholders
Customer Templates
Customer-facing templates include notifications such as:
- Booking confirmation
- Payment confirmation
- Cancellation
- RSVP
- Reminder
- Ticket Re-Send
- Waitlist updates
These should be written in customer-friendly language.
Administrator Templates
Administrator templates are intended for internal operational notifications.
For example:
Admin New Booking and, with Eventixa Pro Waitlist Admin New Signup
Admin templates can be more operational and concise.
Booking Completed / Ticket Email
The Booking Completed / Ticket Email is used for eligible completed or paid registrations.
This template can communicate:
- Booking confirmation
- Event information
- Ticket information
- Attendee details
It is one of the most important customer templates to test.
Payment Confirmation
The Payment Confirmation template communicates that payment has been confirmed.
Do not make this template imply more than the actual payment result.
Booking Cancelled
The Booking Cancelled template informs the customer that their registration is no longer active.
Do not automatically claim the customer was refunded unless the financial refund actually occurred.
Admin New Booking
The Admin New Booking template notifies the configured administrator when a new booking is created.
The email can help staff quickly identify:
- Event
- Booking
- Purchaser
- Ticket
- Amount
RSVP Templates
Eventixa provides separate RSVP templates so Going / Not Going workflows can have appropriate communication.
These can include:
- RSVP Confirmation
- RSVP Cancelled
- RSVP Response Updated
Event Reminder Template
The Event Reminder Email is a reusable template used by reminder schedules.
You normally configure the message content once and then use reminder timing to determine when it is sent.
Attendee Ticket Re-Send
Requires Eventixa Pro
The Attendee Ticket Re-Send template is used when an administrator manually sends another copy of an attendee’s ticket.
Waitlist Templates
Requires Eventixa Pro
Waitlist can add templates such as:
- Waitlist Admin New Signup
- Waitlist Confirmation
- Waitlist Seat Available
- Waitlist Offer Expired
These messages support different stages of the waitlist workflow.
Waitlist Confirmation
This template tells the visitor that they successfully joined the waitlist.
It should not imply that they already have a confirmed ticket.
Waitlist Seat Available
This is a time-sensitive template.
It should clearly communicate:
- A seat is available
- A reservation exists
- What action is required
- That the offer may expire
Waitlist Offer Expired
This template tells the visitor that the reserved waitlist opportunity is no longer valid.
Clear wording helps reduce support questions.
Enable Only the Templates You Need
Do not send unnecessary email notifications.
For each template, ask:
- Does the recipient need this email?
- Is another system already sending the same information?
- Does the message provide a clear next step?
A smaller set of useful emails is better than excessive notification volume.
WooCommerce and Eventixa Templates
When WooCommerce handles checkout, WooCommerce can send its own emails.
For example:
- New order
- Processing order
- Completed order
- Refunded order
Eventixa can simultaneously send event-specific emails.
Review both systems to avoid unnecessary duplication.
Template Content for WooCommerce Bookings
Use Eventixa templates primarily for event-registration context.
Use WooCommerce emails for commerce/order information.
This keeps the communication responsibilities clear.
Recurring Event Templates
When the booking belongs to a recurring event, the generated email should identify the correct occurrence.
For example:
Community Science Festival — August 16, 2028
instead of only the recurring parent event name.
Virtual Event Templates
For Virtual and Hybrid events, templates may include relevant access information where supported.
Do not manually place permanent Zoom or Google Meet credentials into generic templates.
Use the Eventixa-managed access workflow.
Guest Checkout Templates
Guest customers rely heavily on email because they may not have a user account.
Make sure guest-facing templates contain sufficient booking and event context.
Free Booking Templates
Free bookings can still use confirmation and ticket templates.
A zero payment amount does not eliminate the need for registration communication.
Email Styling
Eventixa includes a separate: Styling section under Emails.
Use styling controls for email appearance rather than inserting excessive inline formatting into every template.
Sender Settings
The: Senders section controls sender-related configuration where available.
Review sender information separately from template content.
Reminder Settings
The: Reminders section controls when reminder emails are sent.
The Email Template defines what the reminder says.
The Reminder settings define when it is sent.
Template vs Trigger
These are different concepts.
Template
Controls email content.
Trigger
Determines when Eventixa sends the template.
Editing the template does not necessarily change the trigger.
Test Every Edited Template
After changing a template, trigger the real workflow.
For example:
Booking Completed
Complete a test booking.
Booking Cancelled
Cancel a test booking.
RSVP Updated
Change an RSVP response.
Reminder
Run or test an applicable reminder schedule.
Ticket Re-Send
Re-send a test attendee ticket.
Check Email Subject
Confirm the subject line is:
- Clear
- Correct
- Free of raw placeholders
Check Dynamic Content
Verify that placeholders were replaced correctly.
For example, the email should show:
John Paul
not:
{attendee_name}
if that placeholder is supported and expected to resolve.
Check Links
If the template includes links, verify:
- URL is correct
- Link is clickable
- Destination is accessible
Check Mobile Layout
Many customers read event emails on mobile devices.
Keep template content concise and avoid unnecessarily complex formatting.
Avoid Very Large Images
Large images can:
- Slow email loading
- Increase spam risk
- Make mobile emails difficult to read
Use branding carefully.
Avoid Sensitive Content
Never insert:
- Payment API keys
- Card information
- Internal-only notes
- WordPress credentials
- Virtual provider secrets
into email templates.
Do Not Put Production Secrets in Templates
An email template is customer- or administrator-facing content, not secure storage.
Treat it as potentially visible outside your organization.
Template Language
Write templates in the same language your attendees expect.
Keep terminology consistent with the frontend Eventixa experience.
For example, if your site says: Booking do not alternate randomly between:
- Order
- Reservation
- Purchase
unless the distinction is intentional.
Make Action Clear
If the recipient needs to take an action, state it clearly.
For example:
Complete your reserved waitlist booking before the offer expires.
or:
Bring this ticket to event check-in.
Keep Payment Language Accurate
Do not use:
Your payment was successful
in an email that can trigger before payment confirmation.
Templates should match the actual workflow.
Keep Refund Language Accurate
Do not write: Your refund has been completed in a generic cancellation template.
Cancellation and refund are separate Eventixa workflows.
Common Problems
Template Is Active but Email Is Not Sent
Check:
- Associated trigger occurred
- Booking or attendee status
- Recipient email
- WordPress mail
- SMTP logs
Raw Placeholder Appears in Email
The placeholder may be:
- Incorrect
- Unsupported for that template
- Misspelled
Review the Email Placeholders documentation.
Customer Receives Wrong Event Date
Verify the booking’s recurring occurrence.
Email Subject Is Blank
Open the template and verify the Subject field.
Email Content Is Empty
Check the template body and save the configuration.
Template Changes Are Not Visible
Confirm:
- Changes were saved
- Correct template was edited
- Email was newly generated after the change
Previously delivered emails do not update retroactively.
Duplicate Emails Are Sent
Check:
- Eventixa templates
- WooCommerce emails
- Additional WordPress email plugins
Formatting Looks Different Between Email Clients
Email clients render HTML differently.
Keep styling simple and use Eventixa’s email styling controls where possible.
Recommended Template Editing Workflow
- Go to Eventixa → Settings → Emails → Email Template.
- Find the required template.
- Click Manage.
- Confirm template purpose.
- Review status.
- Edit subject.
- Edit heading.
- Edit message body.
- Add only supported placeholders.
- Save Changes.
- Trigger a test email.
- Verify inbox delivery.
- Verify placeholders.
- Verify event date.
- Verify links.
- Check mobile display.
Recommended Production Checklist
Before going live, confirm:
- Booking Completed / Ticket Email is tested.
- Payment Confirmation is accurate.
- Booking Cancelled does not incorrectly promise a refund.
- Admin New Booking reaches the correct recipient.
- RSVP templates match the workflow.
- Reminder template is correct.
- Ticket Re-Send works if Eventixa Pro is active.
- Waitlist templates are clear if Waitlist is active.
- Dynamic placeholders resolve correctly.
- SMTP delivery works reliably.
Important Notes
- Eventixa email templates are managed under Eventixa → Settings → Emails → Email Template.
- Each workflow has its own template.
- ACTIVE indicates the template is enabled.
- Use Manage to edit an individual template.
- Templates and triggers are separate concepts.
- Use dynamic placeholders instead of hard-coding booking information.
- Customer and administrator templates serve different audiences.
- Event Reminder Email is reused by reminder schedules.
- Ticket Re-Send and Waitlist templates can require Eventixa Pro.
- Test each important template after customization.
- Do not include secrets or sensitive payment information in email content.
