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Create email templates

Each registration site can have a separate set of email templates. Within each template, you can add mail merges for each registrant's profile information and schedule.

STEP 1: Go to Edit on the site that you want to create email templates for

STEP 2: Go to Email Templates

STEP 3: Add a template name, subject and email content.

In the email content, you can add mail merges by typing in {{ and mail merge fields will show up for you to select. You can add mail merges for:

  • Registrant's schedule
  • Registrant's first/last name
  • Registrant's custom field answers (e.g: phone number, emergency contact, shirt size, etc.)
  • Activity primary contacts (see Add primary contacts to emails)
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Add primary contacts to emails​

Use the {{primary_contact}} mail merge to let volunteers know who to reach out to for each activity they signed up for. Each volunteer only sees the primary contacts for their own activities.

What volunteers will see​

  • One activity with a primary contact: the contact's name and email.
  • More than one activity: a small table listing each activity and its primary contact (name and email), so they can tell which is which.
  • No primary contact on any of their activities: N/A.

Email showing a table of activities and their primary contacts

Set a primary contact for an activity​

The primary contact has to be added as a user with committee access first. They'll show up in the Primary Contact dropdown after you save the activity.

STEP 1: Go to Edit on the site, then open the activity you want to set a primary contact for.

STEP 2: Go to the Activity Users tab.

STEP 3: Click Add User, select the person, then click Save Activity.

STEP 4: Go back to the Activity Users tab and select that person from the Primary Contact dropdown. Click Save Activity again.

Activity Users tab with the Primary Contact dropdown

Repeat these steps for each activity that needs a primary contact.

Add the mail merge to an email template​

STEP 1: Go to Email Templates on the site.

STEP 2: In the email content, type {{ and select primary_contact from the mail merge list. You can also type {{primary_contact}} directly.

Email template with the primary contact mail merge

STEP 3: Click Send Test Email and choose a volunteer's registration to see how the email will look.

Check the table view

To check the table view, send a test email using a volunteer who signed up for two or more activities that each have a primary contact.

Need help? Book a call with TRS Support

Contact TRS support via email