Email templates

An email template is the design used to message guests: invitations, pre-event reminders, registration confirmations, RSVP attendance asks, post-event thank-you notes, or any custom email you want. The system ships a visual drag-and-drop editor — you don’t need design or coding skills. Just pick a starter design, swap the text and images, and save.

Pre-event remindersHow to send reminder emails built from these templates.

Post-event emailsSend thank-you and follow-up messages after the event ends.

The seven template categories

When you create or edit a template, you choose its category. The category tells the system which stage of the event the template belongs to and keeps your list organized.

Category	When to use it
Invitation	The formal invite sent to guests, with their QR code and e-ticket.
Reminder	Nudge guests before the event (e.g. 1 day, 2 hours before).
Confirmation	Immediate confirmation when a guest registers or is issued a ticket.
Custom	Any standalone email you want to write yourself.
Pre-event	The pre-event email on the event’s email timeline, sent before the event starts (see Pre-event reminders).
Post-event	Thank-you, recap, or any follow-up sent after the event ends.
RSVP ask	Ask guests to confirm whether they will attend, with Yes/No answer buttons in the email.

Tip

You can create more than one template per category. For example: a dedicated VIP invitation and a separate Standard invitation. See Assign templates per tier below.

Note

For pre-event reminders, the email template supplies the subject, body, and sender, while each guest’s designed ticket (rendered image inline, plus a PNG attachment, with their real QR) comes from the event’s ticket design, a separate design surface from this editor. Designing the email template alone does not produce a “designed” reminder; the ticket visual is taken from the ticket design set for the guest’s tier, or the event default. See Pre-event reminders and Design ticket templates.

Open the email template editor

1. Sign in to the CMS at app.qrs.com.vn.

2. Go to Events and open the event you want to design email for.

3. Open the Email templates page (under the event’s Design or Email section).

4. Choose Create new template to start from scratch, or click an existing template to edit it.

When you create a new template for the first time, a Choose a starter design window appears with ready-made layouts (Invitation, Reminder, Confirmation). You can:

• Pick a ready-made design and click Use this template for a fast start, or
• Click Start from scratch to lay out the content yourself.

Main parts of the editor screen

The editor has three areas:

• Top bar — holds the template name, a short description, a Templates button (to switch to another ready-made design), a Save button, and an indicator showing when a draft was last auto-saved.
• Properties panel — opened from the Properties button: email subject, sender details, reply-to address, and preview text (details below).
• Drag-and-drop canvas — the empty area in the middle where you add and arrange content blocks (see just below).

Content blocks

An email is assembled from blocks — each block is a single element such as a paragraph, image, button, QR code, or divider. You work with them by:

• Dragging a block from the left toolbar into the email.
• Clicking a block to edit its content, color, font size, or link.
• Dragging blocks to reorder them.
• Deleting a block with its delete button.

Tip

Templates in the RSVP ask category get a dedicated RSVP link block: it renders two buttons (Yes / No) that both open the guest’s RSVP answer page. You can edit the button labels — if you leave them blank, the emails fall back to the standard Yes/No labels.

Tip

To insert a guest’s QR code, use the QR code image merge field in the Guest group (see Merge fields). The system swaps in the real QR code for each guest when the email is sent.

Email properties panel

Click Properties in the top bar to open the general email settings.

Email subject

This is the subject line guests see in their inbox. Keep it short and clear, e.g. “You’re invited to the 2026 Gala Night”. You can insert merge fields into the subject — adding the guest’s name, for instance, often lifts open rates.

Sender details

• From name — the name shown in the guest’s inbox (e.g. “Gala Night Team”). Leave blank to use the system default.
• From email — the address the email is sent from. Leave blank to use the platform’s default sending address — but only when one is configured for the deployment; without a configured default, the email cannot be sent.
• Reply-to — when a guest hits “Reply”, the message goes to this address. Leave blank for the default.

Note

If you fill in sender details, use an address you actually monitor so guest replies reach you.

Preview text

A short line (up to 150 characters) shown right after the subject in the inbox. This is the text that helps a guest decide whether to open the email. Example: “Your QR code is inside — bring it to the door.”

Tip

Keep preview text under 90 characters so it isn’t cut off on mobile email apps.

Merge fields

A merge field is a placeholder the system fills with each guest’s real details when sending. For example, if you insert each guest’s name into the greeting, every guest sees their own name.

In the editor, these fields are grouped into two sections.

Guest group

Field	Replaced with
Guest name	The guest’s full name.
Guest email	The email address the guest receives at.
Ticket tier	The guest’s ticket tier (e.g. VIP, Standard).
QR code image	The guest’s personal check-in QR code.
Check-in URL	Direct link to the guest’s check-in action.
E-ticket URL	Link to view the guest’s e-ticket.
Registration URL	Link to the event registration page.
RSVP URL	The guest’s personal RSVP answer link (the same Yes/No page the RSVP buttons open).
Ticket image	The guest’s e-ticket image.

Event group

Field	Replaced with
Event name	The event name you set.
Start time	The event start time.
End time	The event end time.
Venue	The venue name.
Venue address	The venue’s full address.

Caution

Always send a test before sending in bulk to confirm the merge fields display correctly. Use the Send test dialog on the Pre-event reminders page, which delivers a byte-identical preview to any inbox you choose. If you remove a field from an email before sending it to everyone, the changes apply to your next send — nothing is scheduled behind your back.

Assign templates per tier

You can tailor email content per audience by creating multiple templates and assigning one to each ticket tier (for example: a richer invitation for VIP guests, a standard invitation for General admission). When the system sends email, it automatically picks the template matching the guest’s tier.

To assign:

1. Open the event’s Email templates page.

2. On the template you want to assign, pick the matching ticket tier in the assignment section.

3. Save. On the next send, guests on that tier receive this template.

If a tier has no template assigned, the system uses the default template for that email category.

Auto-saved drafts

The editor auto-saves drafts while you work. You’ll see a brief “Draft saved” notice in the top bar after each save.

• Drafts are stored on the browser you’re using, so continue on the same machine if you plan to come back later.
• When you reopen a template that has an unsaved draft, the system asks whether to Restore the draft or Discard it and start fresh.
• After you click Save, the draft is cleared and the content is committed to the system.

Caution

Drafts live only on that browser. If you switch computers or clear browser data, the draft is gone. Click Save when you’re done to commit your work to the system.

Save and publish a template

1. Enter the template name in the name box on the top bar (required).

2. Pick the matching category (Invitation, Reminder, Confirmation, RSVP ask, Custom, Pre-event, or Post-event).

3. Review the email properties: subject, sender, preview text.

4. Click Save. The system confirms with “Template updated” (or “Template created” for new templates).

Once saved, the template is ready to use in your event emails — see Pre-event reminders and Post-event emails.

Next steps

Pre-event remindersSend reminder emails before the event starts.

Post-event emailsWrite and send thank-you and recap messages after the event.