Emails
Invitations, QR tickets, reminders, templates, senders and delivery.
How do I hide the event description in an email?
Open the email template, and under the "Email Subject & Header Text" card switch off "Show event description". The switch is per template, so you can hide the description in the QR ticket email and keep it in the invitation.
Why did some emails not arrive, and how do I see which ones?
Open your event's Emails page. The "Email delivery" card shows how many emails were delivered, are awaiting confirmation, bounced or failed, and "Show which addresses" lists the exact recipients with the reason. On the Guests page, failed sends show a banner with the cause and a "Show failed guests" filter.
How do I customize the emails guests receive?
Go to Emails in your event. Every email the platform sends (invitation, QR ticket, reminder, confirmation, approval, thank you) has a template with subject, greeting, text, button and optional details. Edit per language, use variables like {{guestName}}, send yourself a test, and save. Changes apply to emails sent from then on.
Can I send emails from my own address instead of GuestlistOnline?
Yes. Connect Microsoft 365 or enter your SMTP details under the event's Email settings, or once for your whole organization. Emails then leave from your address and replies come straight to you. Delivery and bounce tracking are only available with the default GuestlistOnline sender.
Which emails go out automatically, and how do reminders work?
Two kinds. Guest emails go out instantly when a guest registers, confirms, pays or is approved: registration received, QR ticket, approval. Scheduled automations you switch on yourself under Emails: an RSVP reminder to guests who have not answered, an event reminder to attending guests a set number of days before, and a thank-you after the event. Each has an editable template, a schedule and a Send now button.
How do I send emails in several languages?
Each guest has a language, and every email template has a version per language. A guest with language German gets the German version. Write your text in the languages you need with the flag buttons in the template editor; languages you leave empty use the standard text. Supported: English, Dutch, German, French, Spanish, Italian, Portuguese.
Ready to streamline your event management?
Join organizers in 12 countries who run their guest lists on GuestlistOnline. Get started in minutes, no credit card required.
Just one event? Get started free →