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My Commitments | Administrator Login
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Quick Start Guide

  • Administrator Login
  • Verify Your Time Zone
  • Deactivate the Sample Event
  • Review Your Event Settings
  • Design Your Event Signup Sheet

ivolunteer.com Administration Guide

  • Event Pre-Launch Checklist
  • Administrator Login
  • The Admin Dashboard
  • Purchasing a Subscription after the Free Trial
Setting Up Your Organization and New Event Defaults
  • Organization Menu
  • Editing Your Organization Details
    • Organization Default Settings vs. Event Settings
    • Organization Details
    • Home Pages Tab
    • New Event Defaults
    • Files Tab
    • Administrators Tab
    • Subscription Tab
    Adjusting Organization Settings and New Event Defaults
    • Organization Settings
    • Administration Help Guide
Setting Up an Event with Signup Sheet and Tasks
  • Key Event Info and Functions
  • Adding A New Event
  • Selecting an Event
  • Copying An Event
  • Removing An Event
  • Events Menu
  • Editing Event Details
    • Event Info Tab
    • Event Layout Tab
    • Event Prompts Tab
    • Event Details & Actions
    • Signup Sheet Design Tab
    • Working with Tasks
    • Working with the Task Signup Sheet
    • Manage and Add Participants
    • Preview an Event
    • Send Email Reminders, Thank Yous, and Invitations
    • Set Up and Run Event Reports
    • Sign-In to Track Attendance
    Adjusting Event Settings
    • Event Dialog Messages
    • Event Email Templates
    • Event Date/Time
    • Event Logo
    • Event Payments
    • Event Display Tab
    Viewing the Event Activity Log
    • Activity Log Tab
Working with Your Participant Database
  • Database Menu
  • Participants Tab
  • Groups Tab
  • Send Email Tab
Notes
  • About the Rich Text Editor
  • About Variables
  • Notes

Volunteer Help

  • How do I modify my information for a commitment?
  • How do I change my email address?
  • How do I cancel a commitment / slot?
  • Home
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  • ivolunteer.com Administration Guide
  • Setting Up an Event with Signup Sheet and Tasks
  • Adjusting Event Settings

Event Email Templates

The Emails tab under Event SettingsĀ lets you define the subject and body of all of the email types. The Body field is edited using the Rich Text Editor. Variables or tokens can be used in the subject and body. See below for variables that are available for all emails. Additional variables are listed per email type. You can find descriptions of all variables at the end of this document.

[EMAIL_FROM]
[EVENT_CONTACT_EMAIL]
[EVENT_CONTACT_NAME]
[EVENT_CONTACT_PHONE]
[EVENT_DESCRIPTION]
[EVENT_END_DATE]
[EVENT_NAME]
[EVENT_SCHEDULING_END_DATE]
[EVENT_SCHEDULING_START_DATE]
[EVENT_START_DATE]
[EVENT_URL]
[EVENT_WEBSITE]
[ORGANIZATION_ADDRESS_CITY]
[ORGANIZATION_ADDRESS_COUNTRY]
[ORGANIZATION_ADDRESS_PHONE]
[ORGANIZATION_ADDRESS_POSTALCODE]
[ORGANIZATION_ADDRESS_STATE]
[ORGANIZATION_ADDRESS_STREETADDRESS]
[ORGANIZATION_NAME]
[ORGANIZATION_PRIMARY_ADMINISTRATOR_EMAIL]
[ORGANIZATION_PRIMARY_ADMINISTRATOR_NAME]
[ORGANIZATION_URL]
[ORGANIZATION_WEBSITE ]
[PARTICIPANT_EMAIL]
[PARTICIPANT_FIRST_NAME]
[PARTICIPANT_LAST_NAME]
[PARTICIPANT_NAME]
[PARTICIPANT_TITLE]
[SCHEDULE]
[SCHEDULED]
[SCHEDULING]
[SLOT]
[SLOT_CUSTOM_VALUES]
[TASK_DATE]
[TASK_DESCRIPTION]
[TASK_DETAILED_INSTRUCTIONS]
[TASK_SUB_TITLE]
[TASK_TITLE]
  • Confirmation Notification Email: Sent to the Event Administrators and/or the Event Contact (as configured in Notification Options) when a participant has confirmed a slot.
  • Cancellation Notification Email: sent to the Event Administrators and/or the Event Contact (as configured in Notification Options) when a participant has canceled a slot.
  • Confirmation Email to Participant: Sent to the participant when the participant has not confirmed and needs to confirm a slot(s) that they are volunteering for.
    Note: This email is not sent to participants who have already confirmed and have auto confirm on. Use the Confirmation Notification email (see above) if you need to use the email as a receipt. This email type also includes an extra variable:
    [PARTICIPANT_URL] : System generated url for the participant to confirm slots.
  • Confirmation Notification Email to Participant: Sent to the participant after they have confirmed a slot that they are volunteering for. By default the participant can elect to receive this email at the time of confirmation but you can check to always send this notification.
    Note: If you need volunteers to have a printed confirmation or if you have important information that they must have at the time that they confirm, this is the email to use.
  • Cancellation Notification Email to Participant: Optionally sent to the participant after they have canceled a slot. The participant can elect to receive this email at the time of cancellation.
  • Reminder Email to Participants: Sent to the participant when you send reminders.
    The “Future Days To Include with Reminder” setting allows you to specify how many days in the future to include in the reminders [SLOT_LIST] or [SLOT_LIST_WITH_TASK_DETAILS] variables. E.g. “4 Days” will include reminders for the next 4 calendar days from the target date. This helps ensure that volunteers are not bombarded with email that some might consider to be “SPAM”.
  • Thank You Email to Participants: Sent to the participant when you send thank you emails.
    Note: The “Future Days To Include with Reminder” setting in reminders also applies to the Thank You email, although [SLOT_LIST] and [SLOT_LIST_WITH_TASK_DETAILS] are not used in the Thank You email by default.
  • Preempted Email to Participant: Sent to the participant when someone else has taken a slot that they were signed up for.
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