Volunteer Events Email Notifications

Preview the email notifications your employees receive about volunteer event activity, such as sign-ups, reminders, and event changes.

Participant Messaged (V001)

Email sent from event creator/organizer to participant(s).

  • Sender: Event creator/organizer

  • Recipient: Participant

  • Trigger: Event creator/organizer sends a message to participants in Manage Participants

  • Option to turn email on/off? Yes – event creator/organizer can choose whether to send a message to participants

  • Option to customize email? Yes – the event creator/organizer adds custom text for the Subject and Message fields

Subject line: Message from {Event name}

Email header: New Event Message

Email text:

{First name},

You have received a message from the coordinator of the following event:

Event Name: {Event name and link}

Coordinator: {Event coordinator name}

Subject: {Custom text}

Message:

{Custom text}

Button: Reply to Coordinator [Links to coordinator's email address]

Participant Added (V002)

Email sent when an event creator adds a participant. A calendar (.ics) file is attached to the email.

  • Sender: System

  • Recipient: Participant

  • Trigger: Event creator adds a participant to an event in Manage Participants

  • Option to turn email on/off? Yes – Admins can turn this email on/off from CSRconnect Admin Portal, Community setup, Volunteer, Volunteer Email Settings

  • Option to customize email? No

Subject line: You have been added to a volunteer event: {Event name}

Email header: You've Been Added to an Event

Email text:

{First name},

{Event creator full name} added you as a participant to the following event:

Event Name: {Event name}

Organization Name: {Charity name}

Location:

{Event location}

 

Shifts

{Total hours}

{Shift name}

{Shift date(s) and time(s)}

{Hours} Hrs

Participant Added From Waitlist (V003)

Email sent when an event creator adds a participant. Sent for each shift.

  • Sender: System

  • Recipient: Participant

  • Trigger: Event creator adds a participant to an event in Manage Participants

  • Option to turn email on/off? Yes – Admins can turn this email on/off from CSRconnect Admin Portal, Community setup, Volunteer, Volunteer Email Settings

  • Option to customize email? No

Subject line: You've been added from the waitlist: {Event name}

Email header: You've Been Added from the Waitlist

Email text:

{First name},

Good news! You have been added as a participant to the following shift:

Shift: {Shift name} ({Total hours} Hrs)

{Shift date(s) and time(s)}

 

Event Name: {Event name}

Organization Name: {Charity name}

Location:

{Event location}

Participant Removed (V004)

Email sent when a participant is removed from an event, shift, or occurrence. A calendar (.ics) file is attached to the email. Recipients receive an email for each shift they are removed from.

  • Sender: System

  • Recipient: Participant and any guests

  • Trigger: Event creator deletes a participant from an event, shift, or occurrence in Manage Participants

  • Option to turn email on/off? Yes – Admins can turn this email on/off from CSRconnect Admin Portal, Community setup, Volunteer, Volunteer Email Settings

  • Option to customize email? No

Subject line: Participation Removed: {Event name}

Email header: Participation Removed

Email text:

{First name},

The following participation was removed by the coordinator. Please contact the event coordinator if you have any questions about why you were removed.

Event Name: {Event name}

Shift Removed: {Shift name}

{Shift date(s) and time(s)}

Coordinator: {Event contact's first and last name}

Coordinator Email: {Event contact's email address}

Visit My Volunteering to view your events and participation information.

Participant Leaves Event (V007)

Email sent to creator when a participant leaves a shift or event. Any guests of the participant are also removed from the shift or event when a participant leaves. The event creator does not receive emails about guests.

  • Sender: System

  • Recipient: Event creator

  • Trigger: Participant leaves a shift or event in My Volunteering or in Participate

  • Option to turn email on/off? Yes – Admins can turn this email on/off from CSRconnect Admin Portal, Community setup, Volunteer, Volunteer Email Settings

  • Option to customize email? No

Subject line: A volunteer has left your event - {Event name}

Email header: Participant Update

Email text:

{First name},

We would like to inform you that a participant has left your event.

Event: {Event name}

Participant: {Participant full name}

Visit Manage Events to edit your event and manage participants.

An Event Is Full (V008)

Notification that an event is full.

  • Sender: System

  • Recipient: Event creator

  • Trigger: The last spot is filled for an event with one start/end time AND a capacity has been set for the event

  • Option to turn email on/off? Yes – Admins can turn this email on/off from CSRconnect Admin Portal, Community setup, Volunteer, Volunteer Email Settings

  • Option to customize email? No

Subject line: {Event name} is full

Email header: Event Update

Email text:

{First name},

Good news! The last spot for your event is now full.

Event: {Event name}

Visit Manage Events to increase your event capacity or edit other event details.

An Event Occurrence Is Full (V009)

Notification that an occurrence of an event is full.

  • Sender: System

  • Recipient: Event creator

  • Trigger: The last spot is filled for an occurrence of an event with one start/end time AND a capacity has been set for the event

  • Option to turn email on/off? Yes – Admins can turn this email on/off from CSRconnect Admin Portal, Community setup, Volunteer, Volunteer Email Settings

  • Option to customize email? No

Subject line: An occurrence for your event is full

Email header: Event Update

Email text:

{First name},

Good news! The last spot for your event occurrence is now filled.

Event: {Event name}

Occurrence Date: {Date of occurrence}

Visit Manage Events to increase your event capacity or edit other event details.

An Event Shift Is Full (V010)

Email sent to creator when an event shift has been filled.

  • Sender: System

  • Recipient: Event creator

  • Trigger: The last spot is filled for a shift with a capacity set (one-time or recurring)

  • Option to turn email on/off? Yes – Admins can turn this email on/off from CSRconnect Admin Portal, Community setup, Volunteer, Volunteer Email Settings

  • Option to customize email? No

Subject line: A shift is full in {Event name}

Email header: Event Update

Email text:

{First name},

Good news! One of your shifts is now full.

Event Name: {Event name}

Shift Name: {Shift name}

Visit Manage Events to increase your event capacity or edit other event details.

Guest Added (V011)

Confirmation of a guest's upcoming participation. A calendar (.ics) file is attached to the email.

  • Sender: System

  • Recipient: Guest of an event participant

  • Trigger: A participant adds a guest and confirms the guest's participation in Sign Up

  • Option to turn email on/off? Yes – Admins can turn this email on/off from CSRconnect Admin Portal, Community setup, Volunteer, Volunteer Email Settings

  • Option to customize email? No

Subject line: You have been invited to a volunteer opportunity with {Community name}

Email header: We are Excited for you to Join Us

Email text:

{First name},

{Participant's full name} has added you to a volunteer event through the {Community name} volunteering community:

Event Name: {Event name}

Organization Name: {Charity name}

Location:

{Event location}

Shifts

{Total hours}

{Shift name}

{Shift date(s) and time(s)}

{Hours} Hrs

Guest Removed (V012)

Notification of removal from an event, shift, or occurrence.

  • Sender: System

  • Recipient: Guest of an event participant

  • Trigger: Guest's participant is removed from or leaves an event, shift, or occurrence

  • Option to turn email on/off? Yes – Admins can turn this email on/off from CSRconnect Admin Portal, Community setup, Volunteer, Volunteer Email Settings

  • Option to customize email? No

Subject line: Participation Removed: {Event name}

Email header: Participation Removed

Email text:

{First name},

The following participation was removed by either the event coordinator or the individual that added you to the event.

Event Name: {Event name}

Shift Removed: {Shift name}

{Shift date(s) and time(s)}

Participation Confirmation (V014)

Confirmation of an employee's one-time or recurring participation. Employees can preview or download the event using the options available in the email to their Outlook, Apple, Google, and any other calendar that accepts .ics files. A calendar (.ics) file is attached to the email.

  • Sender: System

  • Recipient: Participant

  • Trigger: Employee confirms participation through Sign Up

  • Option to turn email on/off? Yes – Admins can turn this email on/off from CSRconnect Admin Portal, Community setup, Volunteer, Volunteer Email Settings

  • Option to customize email? No

Subject line: Thank you for signing up for: {Event name}

Email header: You Signed Up! {Event name}

Email text:

{First name},

Thank you for signing up to volunteer. Here is a summary of your participation:

Event Name: {Event name}

Organization Name: {Charity name}

Meetup Instructions: {Meetup details – only appears when text is added to the event's Meetup Instructions field}

Location:

{Event location}

Shifts

Total Hours: {Total hours}

{Shift names}

{Shift date(s) and time(s)} {Hours} Hrs.

Use the email attachment to download or preview events and add them to your calendar.

Event Removed (V015)

Email to a participant announcing the removal of a volunteer event.

  • Sender: System

  • Recipient: Participant

  • Trigger: Event creator deletes an event or cancels all shifts for a one-time event

  • Option to turn email on/off? Yes – Admins can turn this email on/off from CSRconnect Admin Portal, Community setup, Volunteer, Volunteer Email Settings

  • Option to customize email? No

Subject line: There's been a change to {Event name}

Email header: Your Event has been Removed

Email text:

{First name},

Your event has been removed or cancelled. Hours you may have logged in connection with this event have also been removed. Please contact the event coordinator if you have any questions as to why your event was removed.

Event Name: {Event name}

Event Coordinator Email: {Email address of event coordinator}

Organization Name: {Organization name}

Location:

{Event location}

Event Summary

{Total hours}

{Shift name}

{Shift date(s) and time(s)}

Visit Search Opportunities to find more volunteer events that interest you.

Waitlist Participation Confirmation (V016)

Email to a participant confirming their inclusion on the waitlist.

  • Sender: System

  • Recipient: Participant

  • Trigger: Participant expresses interest in participating in a full event

  • Option to turn email on/off? Yes – Admins can turn this email on/off from CSRconnect Admin Portal, Community setup, Volunteer, Volunteer Email Settings

  • Option to customize email? No

Subject line: Thank you for your interest in {Event Name}

Email header: You're on the waitlist! {Event Name}

Email text:

{First name},

Thank you for your interest in this event. You are currently registered on the waitlist for the shifts listed below. You will receive a separate email if a spot for a shift becomes available and you will automatically be added as a participant. Here is a summary of your waitlist participation:

Event Name: {Event name}

Organization Name: {Organization name}

Location:

{Event location}

Waitlist Shifts

{Total hours}

{Shift name}

{Shift date(s) and time(s)}

Event Cancelled Recurring (V017)

Recurring event deleted/canceled (all occurrences canceled).

  • Sender: System

  • Recipient: Participant

  • Trigger: Organizer/creator deletes or cancels a parent event in a series

  • Option to turn email on/off? No

  • Option to customize email? No

Subject line: There's been a change to your recurring event - {Event Name}

Email header: Your Event has been Removed

Email text:

{First name},

A recurring event that you signed up for has been cancelled. Hours you may have logged in connection with this event have also been removed. Please contact the event coordinator if you have any questions as to why your shift was removed.

Event Name: {Event name}

Event Coordinator Email: {Event coordinator's email address}

Organization Name: {Organization name}

Location:

{Event location}

Event Summary

{Total hours}

{Shift name}

{Shift date(s) and time(s)}

Participation Reminder (V019)

Participation reminder (48 hours before participation start time). A calendar (.ics) file is attached to the email.

  • Sender: System

  • Recipient: Participant

  • Trigger: Sent 48 hours before the participation start time

  • Option to turn email on/off? Yes – Admins can turn this email on/off from CSRconnect Admin Portal, Community setup, Volunteer, Volunteer Email Settings

  • Option to customize email? No

Subject line: Reminder for {Event Name}

Email header: You have a Volunteer Event Soon

Email text:

{First name},

This is a reminder for your upcoming event.

Event Name: {Event name}

Event Coordinator Email: {The first contact on the list}

Organization Name: {Organization name}

Meetup Instructions: {Meetup details – only appears when text is added to the event's Meetup Instructions field}

Location:

{Event location}

Total Hours:

{Total hours}

{Shift name}

{Shift date(s) and time(s)}

Post Event Reminder (V020)

Post event reminder (24 hours after shift end time).

  • Sender: System

  • Recipient: Participant

  • Trigger: Sent 24 hours after the shift's end time (UTC)

  • Option to turn email on/off? Yes – Admins can turn this email on/off from CSRconnect Admin Portal, Community setup, Volunteer, Volunteer Email Settings

  • Option to customize email? Yes – Admins can add custom text from CSRconnect Admin Portal, Community setup, Volunteer, Custom Email Messages

Subject line: {Event Name} - Did you attend?

Email header: Thank You for Volunteering

Email text:

{First name},

Thank you for your participation.

If applicable, visit My Volunteering to edit your volunteer participation details. If you did not participate, please delete or remove the event from My Volunteering.

{Optional custom text}

Participation Update (V021)

Participation update based on date changes made to the event.

  • Sender: System

  • Recipient: Participant

  • Trigger: Date changes made to the event

  • Option to turn email on/off? Yes – Admins can turn this email on/off from CSRconnect Admin Portal, Community setup, Volunteer, Volunteer Email Settings

  • Option to customize email? No

Subject line: There has been a change in your participation for {Event Name}

Email header: Participation Update

Email text:

{First name},

The event organizer has made changes that affect your participation. See below for a summary of those changes:

Change Summary:

{Change details}

Visit My Volunteering to view your events and participation information.

Event Submitted for Approval (V023)

Event creator submitted an event for approval.

  • Sender: System

  • Recipient: Event creator

  • Trigger: Event creator submits an event draft for approval

  • Option to turn email on/off? Yes – Admins can turn this email on/off from CSRconnect Admin Portal, Community setup, Volunteer, Volunteer Email Settings

  • Option to customize email? No

Subject line: {Event Name} was submitted for review

Email header: Your Event is Pending Review

Email text:

{First name},

Thank you for submitting your event. It will be reviewed soon, and you will receive an email letting you know the status of your event.

Visit Event Management to view your event details.

Event Review Approved (V024)

Event draft approved and published by admin.

  • Sender: System

  • Recipient: Event creator

  • Trigger: Event creator receives approval for their draft

  • Option to turn email on/off? Yes – Admins can turn this email on/off from CSRconnect Admin Portal, Community setup, Volunteer, Volunteer Email Settings.

  • Option to customize email? Yes - The admin can enter custom text when they approve the event.

Subject line: {Event Name} was approved and published

Email header: This Event was Approved

Email text:

{First name},

Good news! Your event was reviewed and approved. It is now published and available for participants.

Event Name: {Event name}

Organization Name: {Charity name}

Message

{Optional custom text}

Visit Event Management to view your event details and manage your event participants.

Event Review Declined (V025)

Event draft reviewed and declined by admin.

  • Sender: System

  • Recipient: Event creator

  • Trigger: Admin declines event

  • Option to turn email on/off? Yes – Admins can turn this email on/off from CSRconnect Admin Portal, Community setup, Volunteer, Volunteer Email Settings

  • Option to customize email? Yes - Admins can enter custom text when they decline the event.

Subject line: {Event Name} was reviewed and declined

Email header: This Event was Declined

Email text:

{First name},

We regret to inform you that your event was reviewed and declined.

The administrator has stated the following reason:

{Custom text}

Event Update Summary (V027)

Event update summary (roll-up email) sent to the event creator.

  • Sender: System

  • Recipient: Event creator

  • Trigger: Sent once each day there is an applicable update

  • Option to turn email on/off? Yes – Admins can turn this email on/off from CSRconnect Admin Portal, Community setup, Volunteer, Volunteer Email Settings

  • Option to customize email? No

Subject line: Event Update: {Event Name}

Email header: Things are happening with your event!

Email text:

{First name},

See below for a summary of recent changes to this event.

{Event Details}

Required Questions to Answer (V029)

Participant added to event by an event creator/organizer but must answer required questions.

  • Sender: System

  • Recipient: Participant

  • Trigger: Creator/organizer manually adds a participant (individually or in bulk) and there are required questions applied

  • Option to turn email on/off? Yes – Admins can turn this email on/off from CSRconnect Admin Portal, Community setup, Volunteer, Volunteer Email Settings

  • Option to customize email? No

Subject line: Action Required for {Event Name}

Email header: You have required questions to be answered.

Email text:

{First name},

As part of being a participant for {Event name}, there are required questions that must be addressed.

Visit My Volunteering to view this participation and answer all required questions.

Organizer Added (V030)

Organizer added by event creator/another organizer.

  • Sender: System

  • Recipient: Organizer

  • Trigger: Event creator/organizer adds an organizer

  • Option to turn email on/off? Yes – Admins can turn this email on/off from CSRconnect Admin Portal, Community setup, Volunteer, Volunteer Email Settings

  • Option to customize email? No

Subject line: You've been added as an Organizer {Event Name}

Email header: Event Update

Email text:

{First name},

{Event creator/organizer name} has added you as an Organizer for the following event:

Event Name: {Event Name}

Visit Manage Events to edit your event and manage participants.

Organizer Removed (V031)

Organizer removed by event creator/another organizer.

  • Sender: System

  • Recipient: Organizer

  • Trigger: Event creator/organizer removes an organizer

  • Option to turn email on/off? Yes – Admins can turn this email on/off from CSRconnect Admin Portal, Community setup, Volunteer, Volunteer Email Settings

  • Option to customize email? No

Subject line: You've been removed as an Organizer - {Event Name}

Email header: Event Update

Email text:

{First name},

{Event creator/organizer name} has removed you as an Organizer for the following event:

Event Name: {Event Name}

Employee Invitation (V034)

Employee invitation sent by another employee for a one-time or recurring event.

  • Sender: System

  • Recipient: Invited employee

  • Trigger: Sent when another employee selects them from a list of employee search results

  • Option to turn email on/off? No

  • Option to customize email? No

Subject line: You have been invited to {event name}

Email header: Your coworker has invited you to {event name}

Email text:

{First name},

{Employee name} invited you to participate in the following event.

Event Name: {Event name}

Organization Name: {Organization name}

Event Description: {Event description}

Event Date and Time: {Event date, time, and time zone}

Location:

{Location of the event}

Register {hyperlink}

Subject line: You have been invited to {event name}

Email header: Your coworker has invited you to {event name}

Email text:

{First name},

{Employee name} invited you to participate in the following event.

Event Name: {Event name}

Organization Name: {Organization name}

Event Description: {Event description}

Event Date and Time: For details, review event dates and register.

Location:

{Location of the event}

Review event dates and register {hyperlink}

Post-event Survey

If surveys have been enabled and the event trigger(s) are enabled, the survey is automatically sent to event participants and/or organizers after the event has passed.

  • Sender: System

  • Recipient: Event organizer or participant

  • Trigger: Qualifying event has ended

  • Option to turn email on/off? Yes - Admins can manage surveys.

  • Option to customize email? Yes - Admins customize body text.

Subject line: {Customizable subject line}

Email text:

Dear {First name},

{Customizable email body text}

{Event name}

{Survey link}

For any questions, please contact {survey creator email}