Email Notifications

Village handles email notifications automatically — you don’t need to configure anything to get started. When key events happen, Village sends the right email to the right person.

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Emails sent to attendees

1. Sign-up confirmation

When it’s sent: Immediately after an attendee submits your sign-up form.

What it contains:

• Confirmation that their registration was received
• A summary of event details
• Add to Calendar links for Google Calendar, Outlook, and Apple Calendar / iCal
• A link to the event’s public page
• A link to view their registration details or cancel their spot

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2. Event update

When it’s sent: Whenever the title, short description, or date/time is changed on a published event with sign-ups.

What it contains:

• A notice that the event details have been updated
• A summary of the updated event details
• A link to the event’s public page
• A link to view their registration details or cancel their spot

Heads Up

This email is triggered every time you save edits to the title, short description, or date/time of the published event. If you need to make several edits at once, make all your changes and save only once to send a single notification instead of multiple emails.

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3. Event reminder

When it’s sent: 24 hours before the event date.

What it contains:

• A reminder that the event is approaching
• A summary of event details
• A link to the event’s public page
• A link to view their registration details or cancel their spot

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4. Event cancellation

When it’s sent: When you cancel an event from the event editor.

What it contains:

• A notice that the event has been cancelled
• A summary of the event details
• A link to the event’s public page

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5. Attendee self-cancellation

When it’s sent: When an attendee cancels their spot.

What it contains:

• A notice that their spot has been cancelled
• A summary of the event details
• A link to sign up again if they choose

Note

Attendees are able to cancel their own spot, without needing to contact you directly, using a link in their confirmation email.

When an attendee clicks the link:

1. They’re taken to a page to manage their signup
2. The page shows the event details and a summary of their form responses
3. They can click Cancel my spot to remove themselves from the event

When they cancel:

• Their slot is immediately returned to the event’s available count
• If the event was previously full, the sign-up form reopens for new registrations
• The cancellation is reflected in your sign-up table instantly
• A confirmation email is sent to let them know their spot has been cancelled

Note

If an attendee tries to use a manage link that has already been cancelled, the page shows a message indicating the signup was already removed.

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6. Admin cancellation

When it’s sent: When you cancel an attendee’s spot from the sign-up table and choose to notify them.

What it contains:

• A notice that their spot has been cancelled
• A summary of the event details
• A link to the event’s public page

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7. Organizer message

When it’s sent: When you send a manual message to all active attendees using the Email Participants option in an event’s action menu.

What it contains:

• Your custom message
• A summary of event details
• A link to the event’s public page
• A link for the attendee to manage their signup

Note

Replies to this email go directly to you — attendees can respond by hitting reply in their email client and their message will land in your inbox.

See Messaging Attendees below for how to send one.

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Messaging attendees Individual

You can send a one-off custom message to all active attendees of any event directly from the event’s action menu.

1. Open the event’s detail page
2. Click the ⋯ (ellipsis) menu in the top-right area of the event
3. Select Email Participants
4. Type your message in the dialog that appears
5. Click Send Message

Village sends a personal email to every active attendee with your message, their name, the event details, and a link to manage their signup.

What counts as active?

Only attendees who have not been removed or self-cancelled receive the message. If an event has no active sign-ups, the Email Participants option will be greyed out in the menu.

One message per send

There is no scheduling or delay — emails go out immediately when you click Send. Review your message carefully before sending.

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What you don’t need to do

Village handles all of this automatically:

• You do not need to manually confirm sign-ups
• You do not need to send confirmation emails yourself
• You do not need to manage attendee cancellations — they can do it themselves via the manage link

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Frequently asked questions

Can I customize the confirmation email?

No, and this is not currently on the development roadmap.

What happens if an attendee doesn’t receive their confirmation?

Ask them to check their spam folder. If they still can’t find it, you can locate their sign-up in your event’s sign-up table and share the event details with them directly.

Can I send a custom message to all attendees?

Yes. Use the Email Participants option in the event’s ⋯ action menu. See Messaging Attendees above for step-by-step instructions.

Do attendees get notified when I remove them?

Yes, if you choose to notify them. When you remove a sign-up from your end, you have the option to send (or skip) a notification email, and optionally include a personal note explaining the removal. See Managing Sign-Ups for details.