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Help Article: Email Templates


Utilizing email templates allows you to easily communicate with many different groups including your participants, volunteers, sponsors, and donors. You can personalize and customize the email messages that get sent out automatically in response to certain actions.

Help Article:  Email Templates

To customize your email templates, begin by going to My Races > and select the race you want manage. Then select Dashboard > Manage Race > Email Templates

There are four different Email Templates on this page you can customize with your message and auto-populate with personalized data for each participant receiving the email. Each template has a unique list of variables that you can use as placeholders to auto-populate personalized data.

To establish a placeholder the variable should be bracketed in this fashion:

{{variable_name}}

Example: If on any of the templates you see {{FirstName}}, this means that the person's first name will be populated in this placeholder with your text of the email. Each of the templates will already have placeholders in the appropriate places throughout the email based on providing a basic response.

You may edit these templates and add additional placeholders depending on how much you want to personalize the response and how much additional information you want to provide. Below is a description of each of these templates and a list of the variables that can be used as placeholders to populate specific data.

Fundraiser Confirmation


Fundraiser Confirmation Email Template


The Fundraiser Confirmation email above goes out to the person who makes a donation through your race registration site.

Here are the available variables for the Fundraiser Confirmation email template:

  • {{RaceEmail}} Race director's email for the race

  • {{Amount}} The amount of the donation

  • {{FirstName}} Donor's first name

  • {{LastName}} Donor's last name

  • {{Phone}} Donor's phone number

  • {{CardLast4}} Displays the last 4 digits of the credit card used to make the donation

  • {{Email}} Donor's email address

  • {{ProfileLink}} Displays a link that leads to the individual fundraiser's donation page on your race site

  • {{RaceFundraiserGoal}} Displays the fundraising goal for the race

  • {{Total}} Total amount of donation including fees, if any

  • {{ServiceFee}} Displays service fee, if applicable

  • {{StripeChargeID}} Transaction ID for the donation

  • {{Receipt}} Shows the entire receipt from the registration transaction, formatted - this is the recommended variable to use to show order details


Remember: You can customize the message above to provide more information about your cause and how their donation will help support the charity or association. Use the placeholders above to add any other details about the transaction that you think the donor will need or want.

Do not forget to hit save before navigating to any other features on the dashboard.

Race Registration Confirmation


Race Registration Confirmation Email Template


This email is sent to the registrant after registering for a race.

Here are the available variables for the Race Registration Confirmation email template:

  • {{QrCode}} Displays the actual QR code that can be used during check-in

  • {{RaceFundraiserGoal}} Fundraiser goal amount, if you have a fundraiser set up for the race

  • {{Receipt}} Shows the entire receipt from the registration transaction, formatted

  • {{FirstName}} First name of the person completing the registration(s)

  • {{LastName}} Last name of the person completing the registration(s)

  • {{Email}} Registrant's email

  • {{RaceName}} Name of your race

  • {{Bib}} - Bib number, if auto-assigned


Remember: This automated email sent to your participant is a perfect opportunity to reinforce certain aspects of your event that you want to stress. Add additional placeholders to add a personal touch and/or provide more information they will want/need.

Related: QR Code Participant Check-in

Sponsorship Confirmation of Payment to Sponsor


Sponsorship Confirmation of Payment to Sponsor


This is an email that goes out to a sponsor after they submit a payment for their sponsorship invoice.

Here are the available variables for the Sponsorship Confirmation of Payment to Sponsor email template:

  • {{RaceEmail}} Race director's email for this race

  • {{Email}} Email address of the sponsor paying

  • {{Receipt}} Details of their sponsorship payment/invoice - Recommended that this always be included

  • {{RaceName}} Name of your race they are sponsoring


Remember: Sponsors need to feel the love. Be sure to add a note of appreciation and any other details about your upcoming event. Every touch you have with them should show them the value of the relationship.

Volunteer Confirmation


Volunteer Confirmation Email Template


This email goes out to a potential volunteer after they submit a volunteer interest form.

Here are the available variables for the Volunteer Confirmation email template:

  • {{FirstName}} First name of the volunteer completing the form

  • {{LastName}} Last name of the volunteer completing the form

  • {{Phone}} Volunteer's phone number

  • {{RaceContact}} Name of the person they will be communicating with from the race

  • {{Email}} Volunteer's email

  • {{Notes}} Information submitted in the notes section of the volunteer interest form

  • {{RacePhone}} Race director's phone number from race settings

  • {{RaceName}} Name of the race for which they are volunteering


Remember: In most cases there is no race without volunteers. Take the time to craft a sincere and informative reply to their submission.

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