Create an Action List Email Template

Create an Action List Email Template

The Action List is the heartbeat of a well-run business. Your Action List sends reminders to you and your staff when it's time to do each task for an event. Your Action List can also send email to your event contacts for you, right on schedule, with specific data from the event like date and location. It's great for sending thank-you notes, reminders for payment, and more.

Customize Your Email Templates


Your Action List can compose email and send it to your event contacts for you, right on schedule. When your customer receives one of these emails, the reply-to address is yours, so any replies come to your inbox.  The templated email has text that you write, with optional placeholder codes where data from the event (like the start date or the venue location) can be filled in before sending.

To configure your Action List to send messages to your event contacts, first create the email template, then create an Action Item that uses the template.

To create an email template for your Action List:
  1. Enter the Master Action List screen →
  2. From the tabs above the MASTER ACTION LISTS title, click EMAIL TEMPLATES.
  3. Click the + NEW EMAIL TEMPLATE link to start a new template.
  4. Enter a TEMPLATE NAME. Only you and your staff see this. It should describe what this template is used for ("Thank you letter", "Payment due soon", etc.)
  5. Enter an EMAIL SUBJECT.  When your contact receives this email, this will be the subject. You can use placeholder codes here (more on that below).
  6. Select a DEFAULT RECIPIENT CODE. Each of the contacts on your events has a 4-6 character code that you have come up with as a tag for the contact's role on the event. Common examples are "BILL" for the billing contact, "PRIM" for the primary contact, "ONSITE" for the onsite person, etc. From this dropdown list of the different codes you've used on your event contacts, choose the code for the contact who will usually receive this email. Note that on individual events you can select different contacts; this just makes it easier by choosing which will usually be the right one.
  7. In the EMAIL BODY area, type the content for the email. This is what your event contact will receive when one of your action items triggers for this template. You can use placeholder codes here, and usually do.

Using Placeholder Codes

It's typical, in emails sent to event contacts, to reference something specific about the event, like the location or date.

Placeholder codes work like mail merge fields in a word processor to inject event-specific information into the template before it is sent to an event contact.

To use a placeholder code, just type it into the email like normal text. Placeholder codes all begin and end with 2 square brackets (opening and closing, respectively). For instance,
Thank you for showing your confidence in [[speakername]] by placing a hold on the calendar for [[eventtime]].
...turns into...
Thank you for showing your confidence in Zeke Ridges by placing a hold on the calendar for June 1-2, 2025.

There are placeholder codes for most of the data on your events, so you can get really creative!

Rather than hand-typing the placeholder codes, use the list of codes shown to the right of the text entry area to find the code you need and just click the blue arrow to its left to insert it into your text at the cursor position.





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