> 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.                                                            |
| **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.