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Communicate with Registrants

Goal: Keep your registered volunteers informed — confirmations, reminders, last-minute changes, and post-event thanks — without sending anything that doesn't need to go.

What gets sent automatically​

Some communications are tied to actions and go out without you doing anything:

  • Registration confirmation — when a volunteer registers. The message content is customizable — see Customize Registration Confirmations
  • Approval/rejection — when their pending registration is decided
  • Invite emails — when you invite people to the event

What you send by hand​

Anything else — reminders, schedule updates, last-minute logistics — is sent on demand from the event's three dot menu.

Write your message in the formatting editor. Its toolbar has bold, italics, bulleted and numbered lists, and a link button: select the words you want volunteers to click (for example "the parking map"), click the link button, and paste the web address. Volunteers see your words as a clickable link in the email. If you paste a web address on its own, it becomes a clickable link too, so a Google Maps link for directions works without any extra steps.

Click Preview to see the email exactly as volunteers will get it, including your links, before you send it.

Choose your audience​

When sending, target precisely:

  • All registrants — broad updates that affect everyone
  • Approved registrants only — when you don't want pending or rejected people to receive it
  • A specific slot or shift — last-minute change for the morning crew only

Track delivery​

The event's notifications history shows every message sent. Use this when:

  • Triage'ing why an event is undersubscribed (did the invite even go out?)

Volunteer-side view​

Volunteers see their event-specific communications in their account under their event registration — useful for them to find a confirmation or reminder they may have lost in their inbox.