What email templates are available in Grip Manage?

In this article, we will cover the following:

Email templates - definition and when are they sent
Editing emails
Adding QR codes to emails

Grip Manage sends various system-generated emails to Attendees, Companies, and other users. These emails serve different purposes depending on the user type, their registration status, and the event flow.

Below is a comprehensive overview of all email types currently supported in Grip Manage, including their purpose and trigger conditions.

📧 Registration Emails

Email Name	Description	When is the email sent
Order Confirmation	Confirms a successful ticket purchase. Includes general event information, next steps, group purchase details, refund policies, and FAQs.	Automatically sent upon ticket purchase.
Ticket is active	Notifies attendees that their ticket is now active and usable. Provides a link to view or update registration details.	Automatically sent after ticket confirmation.
Registration Notification	Notifies the organiser of a new registration received.	Automatically sent upon ticket purchase.
Fast Pass	Provides an attendee with a personalised link to their digital badge and scannable check-in code so they (and on-site staff) can use it for arrival-day entry.	Automatically sent after ticket confirmation.
Home Badge Printing	Includes the link to the PDF badge for at home badge printing.	Depending on configuration by the organiser, can be sent automatically upon ticket purchase, or in bulk to all registrations.

📧 Company Portal emails

Email Name	Description	When is the email sent
Welcome Portal Access	Provides Company users with login/authentication details for the Company Portal. May also include support contact details.	This email is automatically sent when "Portal Access" is toggled on for a company contact in EMS, and can also be manually triggered from EMS > Companies > Click on a Company > Contacts > Actions > Email > Click on Welcome Portal Access and click send. The contact must have portal access enabled.
Pass selection register	Sent when a company contact registers a person (e.g., speaker, client, staff) through the Company Portal. Functions similarly to the "Ticket is Active" email.	Automatically sent when a Pass task is submitted with a new person from the Company Portal.
Task approved notification	Sent to the Company contacts informing them a task they submitted has been approved.	Automatically sent when a task that requires approval has been approved by the organiser.
Task comment notification	Sent to the Company contacts informing them that a comment/message has been added by the organiser to one of their tasks.	Automatically sent when a comment/message is added to a task by the organiser.
Task completed notification	Notifies the Event Producer of a task completion by a Company.	Automatically sent when a task is marked as complete
Task due batch reminder notification	Periodic reminder summarising all pending and in-progress Company tasks.	Automatically sent based on configured time intervals. Requires initial setup.
Task due notification	Sent to the company contacts when a task reaches its due date and remains incomplete.	Automatically triggered when a task is due.
Task overdue notification	Notifies company contacts that a task is overdue.	Automatically triggered after the due date passes.
Task submission notification	Notifies the Event Producer that a company’s task has been submitted.	Automatically triggered upon task submission.
Task rejection notification	Sent to the company contacts when the organiser rejects a task submission, to notify them that they need to re-submit or the task will remain as rejected status.	This is automatically send when the organiser rejects a task.
Unassigned passes due batch reminder notification	Sent to a Company’s primary contact by to nudge them about staff, speaker, or client passes from their package that still haven't been assigned. It is only sent when both the event has this email type enabled and the specific pass task has been opted into it.	Automatically sent based on configured time intervals. Requires initial setup.

📧 Side Events Emails

Email Name	Description	When is the email sent
Side event attendee application	Sent to the attendee to confirm their application to attend a side event has been received.	Automatically sent when an attendee requests to attend a side event.
Side event attendee application accepted	Informs the attendee that their application to attend a side event has been accepted.	Automatically sent when the user’s request to attend is accepted by the side event organiser.
Side event attendee application rejected	Informs the attendee that their application to attend a side event has been rejected.	Automatically sent when the user’s request to attend is rejected by the side event organiser.
Side event RSVP	Sent to the attendee to confirm they have RSVPd to attend a side event.	Automatically sent when a user RSVPs to a side event.
Side event join action notification	Notifies the side event organiser that a user has applied or RSVPd to attend their side event.	Automatically sent when a user takes a join action on a side event.
Side event submission	Notifies the side event organiser that their side event submission has been received and is pending approval. Includes links to view and update the submission.	Automatically sent after submission of a side event that requires approval.
Side event submission accepted	Notifies the side event organiser that their side event submission has been approved.	Automatically sent after approval of a side event.

📧 Web Submission Emails

Email Name	Description	When is the email sent
Submission received	Sent to the user to confirm they have completed a web submission form.	To the user, when they complete the web submission.
Web submission application approved	Notifies the user that their web submission application has been approved. These emails can be configured differently per submission flow.	Sent only when configured as part of a Custom Action for the submission flow, and that custom action is selected by the organiser.
Web submission application rejected	Notifies the user that their web submission application has been rejected. These emails can be configured differently per submission flow.	Sent only when configured as part of a Custom Action for the submission flow, and that custom action is selected by the organiser.

When you are happy with your email template selection, make sure you configure the subject line and domain, as well as define your target audience. Don't forget to tick 'Enable' whenever you feel emails are ready to start going out.

Editing Emails:

Remember that you can always adjust emails communication, voice and tone, as well as visuals manually.

🛠️ Adding a QR Code to the Order Confirmation Email

To display a unique QR code for each ticket in a confirmation email, you must use a ticket loop. This ensures the system generates a QR code per ticket in the order.

Steps to Add a QR Code:

Open Email Configuration
Go to Event Settings > Email Configuration and select the Order Confirmation email template.
Insert a Ticket Loop
- Click the plus (+) icon.
- Select "Loop" to create a repeating section for each ticket in the order.
Add the QR Code
1. Inside the loop, click the top plus (+) icon.
2. Select "QR Code (Default Person ID)"
Add Additional Tags (Recommended)
1. Click the lower plus (+) icon (below the QR code).
2. Add helpful details such as:
  - QR code for: ${ticket.email}
  - Registration ID: ${refNumber}

Preview the Email
- Use the preview option to ensure the email displays one QR code per ticket.
- Remove any unnecessary QR codes or placeholder text to keep the message clear.