Automatic emails
The emails Yuyu sends for you, and when.
Yuyu sends some emails for you, without anyone pressing send: tickets when people get a place, updates when you approve or decline them, invitations, and a few others. This page lists every one, who gets it and when, so you know what your guests have already been told.
You can't change their wording, and apart from the two hackathon emails below you can't turn them off. For anything else, write to guests yourself from the Emails tab; see Emailing your guests.
Registration emailsLink to this section
These go to the guest at the address they registered with.
| When | Subject | What's in it |
|---|---|---|
| They register and get a place | RSVP Confirmed: event | Their ticket link, the start, end and location, an Add to Google Calendar button and a calendar file for other calendar apps. |
| They register while the event is full | RSVP Waitlisted: event | That they're on the waitlist and will hear if a place opens. No ticket yet. |
| They register for an event where you approve each sign-up | RSVP Pending Approval: event | That their request is waiting for you. No ticket yet. |
| They get a place later | RSVP Confirmed: event | The same ticket email as above. |
| You decline them | RSVP Update: Declined - event | That their request was declined. |
"Get a place later" covers every way someone moves into Going after registering: you choose Approve, Give a spot or Re-accept; someone cancels and the next person on the waitlist moves up automatically; or they're moved into a team that's going. If you Re-accept someone and the event is full, they get the waitlist email instead.
When you add a guest yourself with Add guest, they get the same email they would have got by registering: a ticket, or the waitlist or pending email.
On team events, each member gets their own copy, naming their team. Approving, declining or giving a place to a team emails every member.
InvitationsLink to this section
| When | Subject | Who gets it |
|---|---|---|
| You add an address on Guests → Invites | You're invited: event | The invited address, with a link to the event page. See Invite-only events. |
| You invite a co-organiser | Co-organizer invitation: event | The person you invited, with a link to accept. See Event co-organisers. |
Team emailsLink to this section
| When | Subject | Who gets it |
|---|---|---|
| Someone creates a team | Your team team · event | The leader, with their private team page link and the join link to share. |
| Leadership passes to someone else | You now lead team · event | The new leader, with a new team page link. |
| The leader resets the team page link | New team page link for team · event | The leader. Old links stop working. |
| The leader adds a member by name and email | You're on team team · event | The new member, with their ticket link. |
Crew emailsLink to this section
| When | Subject | Who gets it |
|---|---|---|
| You add a crew member, or someone joins with the crew sign-up link | You're on the crew for event | The crew member, with their crew ticket link and calendar details. |
Removing someone from the crew doesn't email them. See Event crew.
Attendance confirmation emailsLink to this section
These only go out when an owner or admin chooses to send them from the Emails tab. Nothing is sent on a timer.
| When | Subject | Who gets it |
|---|---|---|
| You choose Ask guests to confirm attendance or Ask newly confirmed guests | Are you still coming to event? | Each confirmed guest not asked before, with Yes and No buttons. Crew are never asked. |
| You choose Remind people who haven't replied | Reminder: are you still coming to event? | Confirmed guests who haven't answered, at most once every 12 hours each. |
Hackathon emailsLink to this section
| When | Subject | Who gets it |
|---|---|---|
| A project is submitted | Submission received · event | The person who submitted it, only if Email a receipt when a project is submitted is on. |
| A solo entrant asks for a submission link | Your submission link · event | That entrant's registered address. Always sent. |
| You publish the results | Results are out · event | Every registration that's going, once, only if Email entrants when results are published is on. |
Both switches are in Judging → Setup under Hackathon emails, and both are off unless you turn them on. See Submissions and the gallery and Awards and results.
Account emailsLink to this section
People also get Verify your Yuyu email when they need to confirm their email address, such as after signing up, and Reset your Yuyu password when they ask for a reset. See Creating an account and signing in and Forgotten your password?.
What Yuyu doesn't sendLink to this section
Some things you might expect are left to you, so you stay in control of what guests hear:
- Reminders. Nothing is sent before the event automatically. Use the Reminder before the event template, or ask guests whether they're still coming with Attendance confirmation.
- Changes and cancellations. Editing the time or place, cancelling, or taking the event offline doesn't email anyone. Use Schedule or venue change or Event cancelled.
- Feedback requests and certificates. Use Thank you and feedback, which links to your feedback form.
- Removals and transfers. Removing a guest, or transferring their ticket to someone else, sends nothing. Use Copy ticket link to send a transferred ticket to its new owner.
- Cancellations by guests. Guests who cancel their own registration don't get a confirmation.
- Alerts for organisers. Yuyu doesn't email you about new sign-ups. Check the event's Overview tab, where requests waiting for you are listed.
- Organisation invites. Inviting someone to your organisation gives you a link to send yourself.
Good to knowLink to this section
- Emails are queued and sent in the background, usually within a minute or two. If delivery fails, Yuyu tries again.
- Yuyu checks each email again just before sending. If a guest's situation has changed by then, for example their registration was removed or a team link was reset, the out-of-date email is dropped rather than sent.
- Emails come from your Yuyu server's own address. If nothing arrives at all, the server's email delivery may not be set up; ask the person who runs your Yuyu server. See Common problems.