> For the complete documentation index, see [llms.txt](https://support.pears.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.pears.io/plan/community-events/email-notifications.md). # Email Notifications PEARS automatically sends several emails throughout the community event lifecycle — from the moment a registrant completes a registration through reminders, edits, cancellations, and refunds. Use this article to understand what triggers each email and who receives it. {% hint style="info" %} **TIP:** All event notification emails set the **Reply-To** address to the person who performed the action, so registrants can reply directly to the right event manager or collaborator. {% endhint %} ## Emails Sent by the Community Events Module | Email | When It's Sent | Recipient | Notes | | -------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Registration Confirmation** | Automatically when a registration is completed on the public registration page. | The registrant (and each additional attendee, if group registrations are enabled). | Content is controlled by the registration type's confirmation message. See [Confirmations](/plan/community-events/confirmations.md). Demographic responses (ethnicity, race, age, gender) are not included in the email body — the recipient sees a "User responses to demographic questions are hidden." message in their place. | | **Resend Confirmation Email** | When an event manager clicks **Resend Confirmation Email** for a completed registration on the [Manage Registrations](/plan/community-events/manage-registrations.md) page. | The selected registrant. | Only available for completed registrations. Uses the same confirmation template as the automatic send. Useful after editing a registration or updating the confirmation message. | | **Send Incomplete Email** | When an event manager clicks **Send Incomplete Email** for an incomplete registration on the [Manage Registrations](/plan/community-events/manage-registrations.md) page. | The selected registrant. | Only available for incomplete registrations. Event managers can customize the message body and click **Preview** to see the full email -- including the "Complete Registration" button -- before sending. Includes a link the registrant can use to finish signing up. | | **Waitlist Confirmation** | Automatically when someone joins the waitlist for a registration type, whether from the public event page or added by an event manager. | The waitlisted person. | Confirms the event and registration type they are waiting for, and explains that organizers will reach out if a spot opens. Links to the public event page. See [Event Waitlists](/plan/community-events/event-waitlists.md). | | **Registration Invite** | When an event manager clicks **Send Registration Invite** for a waitlisted registration on the [Manage Registrations](/plan/community-events/manage-registrations.md) page. | The selected waitlisted person. | Carries a **Register Now** link that moves them off the waitlist and into the registration form. The message body and the link's expiration are set in the send dialog, and can be previewed before sending. Re-sending extends the expiration. | | **Registration Edited** | When a registration is updated — either by the registrant through the edit link or by an event manager on the registration detail view. | The registrant. | Reply-To is set to the user who made the change. | | **Registration Cancelled** | When a registration is cancelled. | The registrant. | Cancelled registrations can no longer be edited. See the [changelog](/changelog.md) for details on cancellation protection. | | **Registration Deleted** | When an event manager deletes a registration that has no invoice history. | The registrant. | Registrations with invoice history cannot be deleted to preserve payment records. | | **Registration Refunded** | When a refund is processed for a paid registration. | The registrant. | Only available to users with the **Refund** event permission. | | **Event Reminder** | Automatically before the event's start date, based on the reminder schedule configured on the event. | All registrants with **Participant** registration types. | Non-participants do not receive reminders. | | **Payment Details Export Ready** | When a large [Payment Details export](/plan/community-events/export.md) finishes processing. | The user who requested the export. | Sent only for background exports; small exports download immediately. | {% hint style="warning" %} **NOTE:** All emails are delivered to the email address provided during registration. Verify email addresses on the [Manage Registrations](/plan/community-events/manage-registrations.md) page before resending confirmations or processing updates. {% endhint %} ## Customizing Email Content Most event emails draw their content from settings configured on the event: * **Confirmation message** — Edited per registration type on the [Confirmations](/plan/community-events/confirmations.md) page. Supports dynamic tokens such as `{{event_title}}`, `{{event_location}}`, `{{event_start_date}}`, and `{{registration_type}}`. * **Event name, date, and location** — Pulled from [General Information](/plan/community-events/create-a-community-event.md) and populated into confirmation tokens. * **Payment instructions** — Set per payment method on the [Event Payment](/plan/community-events/event-payment.md) page and included in confirmation emails when relevant. ## Related Documentation * [Confirmations](/plan/community-events/confirmations.md) — Configure confirmation messages for each registration type. * [Manage Registrations](/plan/community-events/manage-registrations.md) — Resend confirmations and manage individual registrations. * [Registration and Payment Statuses](/plan/community-events/registration-and-payment-statuses.md) — Understand the statuses that drive email eligibility. * [Event Waitlists](/plan/community-events/event-waitlists.md) — Waitlist confirmations and registration invites.