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Email Templates
MicroTalks sends emails for key events — registration confirmations, reminders, cancellations, and more. You can customize every template to match your community's voice.
Accessing Templates
Go to Admin > Email Templates. You'll see all 8 template types listed.
Template Types
| Template | When It's Sent |
|---|---|
| Registration Confirmation | Member registers for a session |
| 24-Hour Reminder | 24 hours before session start |
| 1-Hour Reminder | 1 hour before session start |
| Session Cancelled | Admin cancels a session (sent to all participants) |
| Session Follow-Up | After the session ends |
| Registration Cancelled | Member or admin cancels a registration |
| Role Changed | Admin changes a participant's role |
| Magic Link | Member requests a sign-in link |
Editing a Template
Each template has two fields:
- Subject — The email subject line (max 200 characters)
- Body — The main text content of the email
Edit either field and save. The template is used for all future emails of that type.
Template Variables
Use syntax to insert dynamic content. Available variables:
| Variable | Description |
|---|---|
| The recipient's name |
| Title of the session |
| Formatted date of the session |
| Formatted time of the session |
| The participant's role (Host, Presenter, etc.) |
| Link to the video meeting |
| The presenter's talk title (if applicable) |
| Your community's site name |
| Link to the session detail page |
| The recipient's email address |
Example
Subject:
You're registered for {{session_title}}!Body:
Hi {{participant_name}},
You're confirmed as a {{role}} for {{session_title}} on {{session_date}} at {{session_time}}.
See you there!
— {{site_name}}Email Layout
The raw template body is wrapped in a styled HTML email layout that automatically includes:
- Your site name as a header
- A personal greeting
- Your template body content
- A session details table (title, date, time, role)
- Calendar links (Google Calendar, Outlook, iCal)
- A link to the session page
- A Join Meeting button (when a meeting URL is set)
- A footer with your site name
You only need to write the body text — the layout and metadata are handled automatically.
Toggling Templates
Each template has an Active toggle. When a template is deactivated:
- That notification type is not sent.
- All other templates continue to function normally.
TIP
Deactivating a template is useful if you don't want to send a certain notification type (e.g., follow-up emails) without deleting the template content.
Default Templates
When your site is first set up, MicroTalks generates default templates for all 8 types with basic, functional copy. You can edit these at any time.