        HELP
        /
        ATTENDANCE
        /
        CHECK-IN CONFIRMATION EMAILS
      

Check-in confirmation emails

A location can send an automatic email to the participant the moment they check in there. This covers turning it on, writing the template, and the one thing it can't do — personalise itself with placeholders.

        5 MIN READ
        UPDATED 4 AUG 2026
        DASHBOARD → BUNDLES → ATTENDANCE
      

BEFORE YOU START

The location needs Email on check-in turned on before its email template editor is reachable — see "Set up bundle locations" if that toggle is still off.

Turn it on

1

Open the bundle's Attendance tab, Locations sub-tab, and edit the location.

2

Toggle Email on check-in.

3

Choose the Email Template box that appears underneath to open the editor.

Write the template

The editor has four parts: Subject (required), CC (optional, comma-separated addresses), Body (rich text), and Attachments (any number, uploaded one at a time). There's nothing further to save at the bundle level afterwards — the template is stored against this one location, and Save inside the email editor is the only save that matters here.

screenshot — check-in email editor modal, Subject/CC/Body/Attachments

The email editor opened from a location's Email Template box, mid-edit.

A COMMON MISTAKE

Unlike the course expiry email, this template has no placeholders — no {{first_name}}, no location name, nothing filled in per participant. Write it as one fixed message for everyone who checks in at this location. If you need it to read as personal, keep the wording generic enough that it doesn't need to be.

Who receives it, and when

The email fires right after a successful check-in, sent to whatever email address is on the participant's account. Participants registered by phone number or as a guest have no email address at all, so they never receive it — nothing is queued or held back, it's simply not sent.

If the location's toggle is on but no template has been written yet, the same thing happens: nothing goes out, silently, and the participant's check-in still succeeds as normal.

If something isn't working

Nobody is getting the email

Check three things in order: Email on check-in is actually on for that location, a template has been saved (an unsaved, empty editor counts as no template), and the participant checking in has an email address in the first place.

I wrote a placeholder like {{first_name}} into the body

It won't be replaced. This template type doesn't support placeholders, so the email is sent to everyone exactly as typed, literal braces included.

The email didn't include the attachment I expected

Attachments are uploaded and stored against this specific template — reopen the editor and confirm the file is still listed there rather than having been removed.

What next

This email is only one part of the location setup — the rest lives in the same place.

Set up bundle locations

How participants check in and out

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