Set up and customize the confirmation email every registrant receives instantly, including calendar invite attachments and virtual event access details.
Why Confirmation Emails Matter
A confirmation email is often the first direct communication an attendee receives after signing up. It reassures them that their registration was successful and gives them everything they need to prepare for the event. Cotonity sends confirmation emails automatically as soon as a registration is submitted — no manual steps required. The email is triggered server-side, so it goes out reliably even if the attendee closes their browser immediately after submitting the form. Timely, professional confirmations reduce no-shows and support requests asking "did my registration go through?"
Editing the Confirmation Email Template
Navigate to the event's "Emails" tab and select "Confirmation Email" to open the visual email editor. You can customize the subject line, preview text, header image, body copy, and call-to-action buttons using a drag-and-drop interface. Cotonity provides merge tags (e.g., {{first_name}}, {{event_date}}, {{event_location}}) that automatically populate with the registrant's data. You can also add a custom footer with your organization's contact information and social media links. Save the template once and it applies to all future registrations for that event.
Attaching Calendar Invites
One of the most useful features of Cotonity's confirmation email is the automatic calendar invite attachment. Enable the "Include Calendar Invite" toggle in the email settings, and Cotonity will attach an .ics file to every confirmation email. The invite is pre-populated with the event title, date, time, location or virtual link, and a brief description. Attendees can add the event to Google Calendar, Outlook, Apple Calendar, or any other standards-compliant calendar application with a single click. This significantly reduces the chance that attendees forget the event.
Including Virtual Event Access Details
For online events, the confirmation email is the right place to share the joining link, access code, or dial-in number. Use the {{virtual_link}} merge tag in the email body, and Cotonity will automatically insert the URL you configured in the event's location field. You can also add instructions on how to install required software or test audio and video beforehand. To prevent unauthorized access, consider enabling Cotonity's unique-link feature, which generates a personalized, one-time-use joining URL for each registrant rather than sharing a single public link.