Email Notifications

Reference for when PEARS sends emails for community event registrations, including triggers, recipients, and related configuration.

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.

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.

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. 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 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 page.	The selected registrant.	Only available for incomplete registrations. Includes a link the registrant can use to finish signing up.
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 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 finishes processing.	The user who requested the export.	Sent only for background exports; small exports download immediately.

NOTE: All emails are delivered to the email address provided during registration. Verify email addresses on the Manage Registrations page before resending confirmations or processing updates.

Customizing Email Content

Most event emails draw their content from settings configured on the event:

• Confirmation message — Edited per registration type on the Confirmations 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 and populated into confirmation tokens.

• Payment instructions — Set per payment method on the Event Payment page and included in confirmation emails when relevant.

Related Documentation

• Confirmations — Configure confirmation messages for each registration type.

• Manage Registrations — Resend confirmations and manage individual registrations.

• Registration and Payment Statuses — Understand the statuses that drive email eligibility.