The Auto Confirmation Email is a great place to include additional information about your event, start a conversation with all your confirmed guests, ask them to e-sign a consent form or even distribute QR codes for your event check-in!
It is very easy to set up and completely customizable just like your main invitation email. If you would like to set up an additional Auto Decline Email for all your declined guests, you can find further instructions on this here.
Turning on the Auto Confirmation Email Feature
The Confirmation Email is automatically switched to 'ON' by default when you choose the 'Email and Responses Form' invitation or standalone 'Responses Form' template from the Invitation Templates screen. It is also set to 'ON' when you create a new Consent Form.
If you would rather not want your guests to receive an auto-response immediately after they have RSVPed, you can also turn this feature off by clicking on the '"Confirm" Options' tab inside the Form Builder and toggling 'Send Confirmation Email' from 'ON' to 'OFF':
Setting up the Auto Confirmation Email
The email builder for your Auto Confirmation Email works in exactly the same way as it does for your main invitation email. You can see in-depth details on the Email Settings here. However, you can find a quick rundown of the sections below as well.
Email Subject Line
This is the first line your guest sees when receiving the email. It is a great place to reiterate your event name, express gratitude and confirm your guests' attendance.
Add a preview text line - this will not display on the email itself but is included at the very beginning so that email clients (Gmail, Outlook, etc.) display it right after the subject line on your recipient's email preview screen.
This can be your name, the sponsor of the event, the name of your event, or any other information that you see fit.
Reply to Email
This is the email address that will receive any direct replies or questions if a guest were to click on 'Reply' to this email.
This is the email address your email will be sent from. In order to send it from your own address you must verify it first, which is a process called 'whitelabeling'. If you haven't yet whitelabled your domain and verified your email address, you can do so in the Domain Setup section inside the Account Settings of your zkipster account. This article walks you through the process.
Sending Confirmation Emails to Related Guests
If you are allowing guests to RSVP on behalf of their related guests, you can decide if a confirmation email will be sent only to the related guest, or to both guests.
For example, if John Doe RSVPs on behalf of Jane Doe, you can define if only Jane will receive the confirmation email, or if both Jane and John will receive the confirmation email for Jane’s RSVP.
If you want the confirmation email to be sent to both guests, open the confirmation email settings and tick this checkbox that says ‘If a guest submits a form on behalf of a related guest then send confirmation email to both guests’.
If the checkbox is left unticked, only the related guest will receive the confirmation email once the main guest submits the RSVP on their behalf.
Switch off the zkipster watermark by switching the toggle to OFF, if you prefer to not include it on your Auto Confirmation Email.
Customizing Your Email Content
You can design and customize the content of your Auto Confirmation Email just like you are able to with your main invitation email. Please see further details on the different design sections below, or have a look at this article here for in-depth information.
Customize the two background sections of your Confirmation Email. As with the main invitation, you can use your own HEX color codes by pasting them into the sections and/ or upload a background image.
Plain Text Version
Turning this option on enables you to send a stripped down HTML version of the confirmation text to be sent to guests who have strong firewalls on their email servers.
Include your company logo as well as a memorable image or program flyer for your event in JPG, PNG or GIF format (file limit 5MB, file will be displayed at 570px max.).
As with your main invitation email, you can include a customized message to all attending guests. You can:
Use Dynamic Tags to personalize the Confirmation Email for each guest, and include additional details, such as table name, seat number, or any other relevant information.
Add hyperlinks to your website or event landing page to provide your guests with further details.
Insert consent form tags if you require yours guests to fill out a consent form after they RSVPed. If you want to learn more about how to set up consent forms in your event read the article linked here.
Add Zoom's dynamic tags to insert event information directly from Zoom into your zkipster email. More information in this article.
Add to Calendar
You can prompt guests to add the main event details to their personal calendars (Apple, Google, Outlook, Yahoo) so that they can save them in their diary.
You have the option to add a QR code to your Confirmation Email which you can use for your event check-in! Find out how QR codes work in zkipster in more detail here.
Confirm any breakout session details with your guest, including a separate 'Add to Calendar' function exclusively for this feature. Find out more here.
The button will lead your guests back to the original response form in case they want to change their response, or make any last minute changes. You can choose to keep it as of the Auto Confirmation Email, or toggle it off altogether.
Social Share Icons
You can add social media icons to your email which will lead guests to your event or company social media pages.
Reviewing Your Auto Confirmation Email
You can double check if your email has been set up properly in the Review screen before you send your main invitation to your guests.
Each section of your RSVP invitation will be listed here with direct editing access in order to accommodate any last minute changes. Simply click on 'Edit Email' or any of the pencil icons on the right to edit the relevant section.