What is covered in this article?
- Why is this important?
- What emails do subtour leaders receive?
- Where do I manage subtour messages?
- How do I edit a subtour message template?
- Which insert fields can I use?
- How do the calendar invites work?
- Frequently asked questions
Why is this important?
When an event has subtours, families often want information that is specific to the subtour they signed up for — not just the event as a whole. Subtour notification emails let you confirm a family's subtour registration, remind them before it starts, and tell them if the time changes. They also keep the staff member leading each subtour informed. These emails are sent in addition to your event-wide (All Registrants) messages.
What emails do subtour registrants receive?
Families who register for a subtour can receive the following emails, in addition to any All Registrants messages set up for the event:
| When it's sent | Editable? | |
|---|---|---|
| Subtour registration confirmation | Immediately after a family registers for the subtour | Yes |
| Subtour reminder | A set number of days before the subtour start time | Yes |
| Subtour start time updated | When the subtour's start time is changed on a future event | No (sent automatically) |
| Subtour cancellation | When the whole event is deleted, the families in each subtour are notified | No (sent automatically) |
What emails do subtour leaders receive?
If a subtour has a leader assigned, that staff member is notified at the following points (future events only):
| When this happens… | …the subtour leader receives |
|---|---|
| They are assigned as the subtour leader | An "assigned" email with a calendar invite |
| They are removed as the subtour leader | An "unassigned" email that removes the calendar entry |
| The subtour's start time is updated | An "updated" email with a revised calendar invite |
| The subtour is cancelled (the event is deleted) | A "cancelled" email that removes the calendar entry |
When you save a change to, or delete, a future subtour that has a leader, Enquiry Tracker shows a prompt letting you choose whether to notify that leader before the action is applied.
Where do I manage subtour messages?
The Messages section (in Event Details, and under Admin > Messages) has two tabs:
- All Registrants — messages sent to every family who registers for the event.
- Subtour Registrants — messages sent to families based on the specific subtour they sign up for, in addition to the All Registrants messages.
The editable subtour emails — the registration confirmation and the reminder — live in the Subtour Registrants tab and are active by default.
How do I edit a subtour message template?
Perform the following steps to edit a subtour message:
- Open the event and go to the Messages section, then click the Subtour Registrants tab.
- Find the template you want to change (registration confirmation or reminder) and click the green pencil (edit icon).
- Update the Subject and message body. Use the Insert Fields list to add subtour details (see below).
- For the reminder, set how many days before the subtour start time it should send.
- Click SAVE.
Which insert fields can I use?
The following insert fields are available only in the Subtour Registrants templates. Each one is replaced with the details of the specific subtour the family registered for:
| Insert field | What it inserts |
|---|---|
< SUBTOUR NAME > |
The name of the subtour the family registered for |
< SUBTOUR START TIME > |
The start time of that subtour |
< SUBTOUR END TIME > |
The end time of that subtour |
In the All Registrants tab, the < REGISTERED SUBTOURS > insert field lists every subtour a family has signed up for within a single email. This field is not available in the Subtour Registrants tab.
How do the calendar invites work?
Subtour emails include a calendar invite (an .ics attachment) so families and leaders can add the subtour to their calendar app. The invite title uses the subtour name rather than the event name, so recipients can tell their subtours apart in their calendar. When a subtour's time changes or it is cancelled, the recipient opens the attachment from the new email and accepts it to update their calendar.
Frequently asked questions
Do subtour registrants still receive the event-wide emails?
Yes. Subtour messages are sent in addition to the All Registrants messages, not instead of them.
Can I turn off the subtour confirmation or reminder?
Yes. Like other templates, each can be deactivated in the Subtour Registrants tab if you don't want it sent.
Can I edit the subtour cancellation and "start time updated" emails?
No. These are sent automatically and use system templates. The registration confirmation and reminder are the two subtour emails you can edit.
When are subtour notifications sent?
They apply to future events only. Changes to past events do not trigger emails.