System Emails

System Emails lets you customise every transactional email the application sends. Six emails are available:

Email	When it sends
Registration Confirmation	A contact submits an event registration form
Event Cancellation	An event is marked cancelled in the admin
Event Reminder	Triggered manually or by a scheduled command
Portal Password Reset	A portal member requests a password reset
Admin Invitation	A new admin user is invited via the Users page
Donation Receipt	Year-end tax receipts are sent from the Donors page

Each email ships with a default subject and body so it works immediately after installation. You can edit any of them at any time.

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Editing an email

Click on an email in the list to open the editor. Changes take effect immediately — the next time that email is triggered, it will use your updated content.

Content section

Subject line — The email subject. Supports tokens (see below).

Body — The main message body, edited with the rich text editor. Supports tokens. HTML is preserved so formatting choices carry through to the sent email.

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Previewing and test-sending

Each email edit page includes a Preview & Test button in the page header. Clicking it opens a three-step wizard:

1. Preview — renders the email as it will appear in an inbox, using the current template settings.
2. Test send — enter any email address and click Send Test to deliver a test copy immediately. The test uses placeholder values where live data would normally appear.
3. Confirm — review and close the wizard.

Use the preview wizard to verify layout and branding before making an email live.

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Tokens

Tokens are placeholders that are replaced with real values when the email is sent. Write them in your subject, body, or "Why you received this" line.

Token	Description	Available in
{{first_name}}	Recipient's first name	All emails
{{last_name}}	Recipient's last name	All emails
{{event_title}}	Name of the event	Registration Confirmation, Event Cancellation, Event Reminder
{{site_name}}	Your organisation's name (from General Settings)	All emails
{{event_date}}	Date of the specific event occurrence	Event Reminder
{{event_location}}	Event venue or location	Event Reminder, Registration Confirmation
{{reset_url}}	Password reset link	Portal Password Reset
{{invitation_url}}	Set-password link for new admin	Admin Invitation
{{org_name}}	Organisation name	Admin Invitation, Donation Receipt
{{contact_name}}	Donor's full name	Donation Receipt
{{tax_year}}	Calendar year covered by the receipt	Donation Receipt
{{donations}}	Fund-by-fund breakdown table	Donation Receipt
{{total}}	Total donated amount	Donation Receipt

Available tokens for each email are listed directly below the body editor on the edit page.

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Branding section

When no custom HTML template is uploaded, the system uses a default email wrapper with a header and footer. The Branding section controls its appearance.

• Header colour — Background colour for the email header bar. Defaults to #1a56db.
• Header image — Optional logo or banner image displayed in the header.
• Header headline — Optional text displayed below the header image.
• Sender name — Overrides the site-wide From name for this specific email.
• Reply-to address — Sets a reply-to address different from the From address.
• Mailing address — Your organisation's physical mailing address, shown in the footer. Required by CAN-SPAM (see compliance section below).
• "Why you received this" line — A short sentence explaining why the recipient received this email, shown at the bottom of the footer. Supports tokens.

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Custom HTML template

If you need full control over the email's HTML, you can upload a custom template in the Custom Template section (collapsed by default).

• Upload an .html file.
• Place {{content}} in your HTML where you want the rendered body to appear — the system will inject the body text at that location.
• When a custom template is uploaded, the Branding section is ignored for that email. All header and footer markup must be in your uploaded file.

To revert to the default wrapper, delete the uploaded file and save.

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CAN-SPAM compliance

Even purely transactional emails (confirmations, reminders) are subject to the CAN-SPAM Act. Key requirements:

• Physical mailing address — A valid postal address must appear in every email. Fill in the Mailing address field in the Branding section, or include it in your custom template.
• Accurate From / Reply-To — The sender name and address must accurately identify your organisation. Configure these in Mail Settings and optionally override per email in the Branding section.
• Non-deceptive subject line — The subject must honestly reflect the content of the email.
• "Why you received this" — A clear statement explaining why the recipient received the email. Use the footer reason field with a token like: You received this email because you registered for {{event_title}}.
• No unsubscribe link required — Purely transactional emails (triggered by the recipient's own action) are exempt from the unsubscribe requirement under CAN-SPAM.

For full guidance see the FTC's CAN-SPAM Act: A Compliance Guide for Business.