Creating email templates

A Host event typically involves several emails to each registrant at predictable points: an invitation to register, a confirmation after they RSVP, a ticket with their QR code, a reminder before the event, updates if details change, and a follow-up after the event. Email templates are how Host organizes those reusable emails — build the design and metadata once, send to all registrants or a subset.

A template carries everything Host needs to send: the visual layout, the subject line, the sender name, and any attachments (PDF tickets, calendar files, etc.). Some templates auto-send based on a trigger — a registrant confirms, Host auto-sends the confirmation email. Others you trigger manually when you're ready — an invitation blast, a day-before reminder.

Templates can be saved to your gallery so future events can start from them instead of rebuilding from scratch.

You access email templates inside the Host interface from the left menu: Templates → Emails. (To open Host for an event, see Getting started with Host.)

Create a new template

1. Click New template in the upper right corner.

2. A gallery opens, divided into categories (e.g., Invitation, Ticket, …).

3. Click any template to preview it. Each template adapts automatically to your workspace's font, logo, and primary color.

4. Click Create — the template saves and you're transferred to the Builder.

Pre-create all the templates an event will need (invitation, ticket, reminder, thank-you note, etc.) before you start sending. Easier to set up all at once than mid-flight.

Working with a template

Section menu

Hover over any section in the Builder to see its action menu:

Action	What it does
Add section	Opens the menu to add a new section below
Content	Edit text, images, links inside this section
Customize	Visually modify the section's appearance
↑↓	Move the section up or down
Trash	Delete the section

Add a section

Hover over any section → click Add section → pick from the section gallery. Clicking a section adds it to the template.

Before adding, you can change the section's color from the menu in the upper right. You can adjust it again after adding too.

Edit section content

Click Content to edit text, images, or links inside the section.

If your event is set up in multiple language versions, you'll see a language switcher when you open the Content panel.

Customize section appearance

Click Customize to change a section's design. The Builder offers six base variants:

Variant	Description
Light	White background, black text
Light grey	Light grey background, black text
Dark	Black background, white text
Dark grey	Dark grey background, white text
Accent	Your workspace's primary color as background, white text
Light accent	Lighter shade of primary color as background, black text

Hide section elements

In Customize → Display, you can hide individual elements inside a section (e.g., the image but keep the headline).

Show a section only to specific guests

In Display → Customize → Display, click Visible to only some guests to limit the section's visibility.

You can also restrict visibility based on registration field values. Example: during registration, a guest can choose "I want to arrange accommodation" with options Yes / No. In the registration-confirmation email, you can set the accommodation-details section to be visible only to guests who chose Yes.

Sections with visibility restrictions have an orange border in the Builder so you can spot them at a glance.

Template settings (subject, sender, attachments)

Click Settings in the upper right to open the template's metadata panel. Editable fields:

Field	What it controls
Subject	Displayed to each guest as the email's subject line
Sender	The "From" name guests see
Reply to	Where replies route to (auto-filled with the guest's own email by default)
PDF ticket	Attach a PDF with the guest's QR code and basic event details
Calendar file	Attach an ICS file with the event's date and time
Attach	Any file up to 5MB you want to include
Template name	Internal label — helps you find the template later
Add to template gallery	Save this template to your gallery so future events can reuse it
Corporate font	Override the workspace font for this template only
Primary color	Override the primary color for this template only (visible in newly-added sections)
Default appearance	Change the default appearance for newly-added sections

Related articles

• Host overview

• Connecting to Host