Themology
Docs Evenzo – Event Tickets, Calendar and Check-in for WooCommerce

Email Notifications

Email Notifications#

The plugin adds event emails to WooCommerce. They use the WooCommerce email template, so the header, colours, and footer match your other store emails.

Email types#

All six emails are listed in WooCommerce > Settings > Emails. Four of them send automatically.

Event Registration Confirmation#

Sent for each ticket when it is created, to the buyer’s email. See Who gets the ticket emails.

Trigger: order status changes to Processing or Completed

Default subject: Your registration for {event_name} is confirmed

Contents: event name, date, time, location, ticket code, order number

Event Ticket Delivery#

Sent for each ticket with its QR code, to the buyer’s email.

Trigger: order status changes to Processing or Completed, right after the confirmation

Default subject: Your ticket for {event_name}

Contents: QR code image, ticket code, date, time, location, attendee name, seat (when seating is on), check-in instructions

Event Reminder#

Sent to active attendees before the event.

Trigger: daily cron job, a set number of days before the event start date

Default subject: Reminder: {event_name} is coming up!

Contents: event name, date, time, location, ticket code, a short checklist

New Event Registration (Admin)#

Sent to the store admin for each new attendee.

Trigger: order status changes to Processing or Completed

Default subject: [{site_name}] New registration for {event_name}

Contents: attendee name, email, ticket code, event, date, order number, total, status, and a View All Attendees link

Event Update Notification#

Default subject: Important update for {event_name}

This email is registered but nothing in the plugin sends it. There is no “notify attendees” option on the event edit screen.

Event Cancellation#

Default subject: {event_name} has been cancelled

This email is registered but nothing in the plugin sends it. Changing the event status to Cancelled stops ticket sales but does not email attendees. Cancelling the order sends the usual WooCommerce order emails only.

WooCommerce order emails#

The standard Processing and Completed order emails also get a Your Event Tickets table with the event name and ticket codes for each line item.

Managing emails#

Enabling and disabling#

  1. Go to WooCommerce > Settings > Emails
  2. Click the email name, for example Event Ticket Delivery
  3. Tick or untick Enable this email notification
  4. Click Save changes

Customizing content#

Each email has these fields:

  • Enable/Disable
  • Subject
  • Email Heading
  • Email type (HTML, plain text, or multipart)

Event Reminder also has Days Before Event (default 1). New Event Registration (Admin) also has Recipient(s), comma separated, which defaults to the site admin email.

Preview#

Click Preview on the email settings page. Event emails show a sample event named “Sample Event” with sample attendee data.

Email templates#

Override the templates in your theme:

  1. Copy the file from plugins/evenzo-events-manager/templates/emails/
  2. Paste it to your-theme/woocommerce/emails/
  3. Edit the copy

Plain text versions live in templates/emails/plain/ and are overridden at your-theme/woocommerce/emails/plain/.

Template files#

FileEmail
registration-confirmation.phpEvent Registration Confirmation
ticket-delivery.phpEvent Ticket Delivery
event-reminder.phpEvent Reminder
admin-new-registration.phpNew Event Registration (Admin)
event-update.phpEvent Update Notification
event-cancellation.phpEvent Cancellation

Placeholders#

Use these in the Subject and Email Heading fields:

PlaceholderValue
{event_name}Event title
{event_date}Event start date (and end date if set)
{event_time}Event start time
{event_venue}Venue name, or “Online Event”
{attendee_name}First and last name
{ticket_code}Ticket code
{order_number}WooCommerce order number
{order_date}Order date
{site_name}Site title
{site_url}Site URL

Order placeholders are empty in the reminder email because it is not tied to an order.

Event reminders#

Configuration#

  1. Go to WooCommerce > Settings > Emails > Event Reminder
  2. Tick Enable this email notification
  3. Set Days Before Event
  4. Click Save changes

Turn the reminder on or off and set its timing here, in WooCommerce. Events > Settings > Emails has no reminder settings.

How it works#

A daily cron job (emwc_send_event_reminders):

  1. Finds published events whose start date is exactly that many days ahead
  2. Loads their active attendees
  3. Sends one reminder per attendee
  4. Records that it was sent, so nobody gets it twice

Only one reminder interval is supported. Because the job runs once a day, the exact send time depends on when WP-Cron runs on your site.

Admin notifications#

Set recipients in WooCommerce > Settings > Emails > New Event Registration (Admin) under Recipient(s). Separate several addresses with commas. One email is sent per attendee, so an order for 3 tickets sends 3 emails. There is no digest option.

Who gets the ticket emails#

The buyer gets the registration confirmation and ticket email for every ticket on the order, using the order’s billing email.

To also send each attendee their own ticket:

  1. Go to Events > Settings > Emails
  2. Tick Also email each attendee their own ticket
  3. Click Save changes

Each attendee whose email differs from the buyer’s then gets an Event Ticket Delivery email with only their ticket. Attendees who share the buyer’s email get no extra copy. The setting is off by default, so nothing changes for your store until you turn it on.

A booking made from Events > Add Booking with Email the tickets to the customer unticked sends no customer or attendee email at all. Store admin emails still follow their own settings.

Resending tickets#

  1. Go to Events > Attendees
  2. Open the attendee
  3. Click Resend Ticket Email

This sends the Event Ticket Delivery email with that attendee’s ticket only, to the attendee’s email address. A private note on the order records it. Cancelled tickets can’t be emailed. Reactivate the ticket first.

To send the buyer the whole order again, open the order in WooCommerce and use the Order actions box.

You can also send the ticket after changing an attendee’s email. See Edit or move an attendee.

Email styling#

The emails use the WooCommerce template, including the header image, colours, and footer text. Change them in WooCommerce > Settings > Emails under Email sender options and Email template.

Sender name and address#

Evenzo emails use the WooCommerce sender by default. To send them from another name or address, fill in “From” name and “From” address on Events > Settings > Emails. These apply only to emails Evenzo sends: tickets, registration, reminders, event updates, and waitlist notices. WooCommerce’s own emails keep their sender. Leave a field empty to use the WooCommerce sender.

Testing emails#

  1. Create a ticket product and place a test order
  2. Set the order to Processing or Completed
  3. Check the inbox for the confirmation, ticket delivery, and admin emails

Use a mail logging plugin to see every message the site sends.

Troubleshooting#

Emails not sending#

  • Check the email is enabled in WooCommerce > Settings > Emails
  • Confirm the order reached Processing or Completed
  • Check that tickets were generated on the order (run Generate event tickets from the order actions if not)
  • Check SMTP settings and spam folders

Reminder not sent#

  • Confirm Event Reminder is enabled and Days Before Event is set
  • The event must be published with a start date exactly that many days away
  • WP-Cron must be running; sites with low traffic may need a real cron job

Wrong recipient#

  • Attendee emails go to the email saved on the attendee record
  • Admin emails go to Recipient(s) or the site admin email