Help Center

Event Registration Workflow and Confirmation Emails & Text Messages

LeadCenter can automatically send event confirmations by email, text message, or both when an attendee moves into a specific registration status. This helps you send the right message automatically as attendees move through your event workflow.

You can configure confirmations by attendee status such as Registered, Confirmed, Cancelled, Attended, No Show, and more.

Where to Configure Event Confirmations

1. Go to the Events page.
2. Create or open an event.
3. Click Confirmations in the left sidebar.

Event Registration Workflow

LeadCenter uses a status-based attendee workflow. Confirmations can be sent automatically as attendees move into specific statuses in that workflow.

How Status-Based Confirmations Work

The Confirmations section is organized by attendee status. For each status, you can:

• Turn that confirmation on or off
• Enable Email and select an email template
• Enable Text and select a text template
• Use email only, text only, or both

When an attendee moves into that status, LeadCenter sends the enabled confirmation message or messages for that row.

Example: You can send an email and text when someone becomes Registered, but send only an email when someone becomes Cancelled by attendee.

Calendar Invite (.ics File) in Event Confirmation Emails

Event confirmation emails for Registered and Confirmed attendees now include a calendar invite attachment (.ics file). This makes it easier for attendees to add your event to Google Calendar, Outlook, Apple Calendar, and other calendar apps with one click from the confirmation email.

How It Works

If your event has an email confirmation template configured for the Registered or Confirmed status, LeadCenter automatically attaches an .ics calendar invite to that confirmation email. No separate setup is required beyond configuring the confirmation email template for that attendee status.

Confirmation emails for registered and confirmed attendees now include a calendar invite that can be added to their calendar.

When the attendee opens the confirmation email and clicks the invite.ics attachment, their calendar application opens and prompts them to add the event.

Which Statuses Receive the Calendar Invite

The calendar invite is attached only to confirmation emails sent when the attendee’s status is:

• Registered
• Confirmed

Other statuses such as Waitlist, Cancelled, No Show, or Attended continue sending their normal emails without a calendar invite attachment.

What Is Included in the Calendar Invite

• Event name — the title of the event
• Date and time — based on the event’s configured schedule and timezone
• Description — the event description in plain text
• Location — venue name and address, if configured on the event
• Virtual meeting link — included in the description if the event has a virtual meeting link configured

The invite uses the event’s configured date, time, and timezone, and calendar apps will automatically show the event in the attendee’s local timezone when supported.

Prerequisites

For the calendar invite to be attached successfully:

• The event must have a start date and end date
• An email confirmation template must be configured for the Registered or Confirmed status
• The attendee must have a valid email address

Frequently Asked Questions

• Do I need to enable this separately? — No. If the confirmation email is set up for Registered or Confirmed, the .ics file is attached automatically.
• Will the attendee see the correct time in another timezone? — Yes. Calendar apps convert the event time automatically based on the user’s calendar settings.
• Will organizers receive the same calendar invite by email? — No. The invite attachment is sent only to the attendee as part of the confirmation email.
• What if the event is virtual? — The physical location is omitted, and the virtual meeting link appears in the event description if configured.

Override Confirmations When Manually Changing Status or Adding Attendees

When you manually change an attendee’s status or add a contact to an event, you can override the event’s default confirmation settings for that action. This gives you control over whether a confirmation email or text is sent, and which template is used.

By default, these options follow the event’s settings in the Confirmations tab. If a default template exists for the selected status, the matching toggle starts turned on and the template is pre-selected. If no default template exists, the toggle starts turned off.

When Changing an Individual Attendee’s Status

1. Open the event attendees list.
2. Click the attendee’s status badge.
3. In the Change attendee status modal, select the new status.
4. Use the Send confirmation email and Send confirmation text toggles to decide what should be sent.
5. If a toggle is turned on, you can choose a different template from the dropdown.
6. Click Save.

When Bulk Changing Attendee Status Inside One Event

1. Open a specific event’s attendees list.
2. Select one or more attendees.
3. Click Change status.
4. Select the new status.
5. Adjust the email and text toggles and template selections if needed.
6. Click Save.

Note: Bulk template selection is available only from a single event’s attendees page, where the event is known. On the All Attendees page, bulk status changes continue using each event’s default confirmation settings.

When Adding a Contact to an Event

1. Open the Add contact to event modal.
2. Select the event, contact, and attendee status.
3. Review the email and text confirmation toggles.
4. Optionally change the selected templates.
5. Click Save.

Where This Manual Override Is Available

• Event Attendees List — individual and bulk status change, plus add contact to event
• All Attendees List — individual status change and add contact to event
• Events List — add contact to event
• Contact Details Page — add to event and change attendee status

Important Notes

• Only templates in the Events category appear in these dropdowns.
• You can send a confirmation even if no default template is configured by turning the toggle on and choosing a template manually.
• Internal notifications about attendee status changes still send regardless of these toggle settings.
• This manual override applies only to these modal actions. It does not change how automated registrations behave.

How Attendees Can Be Added to an Event

If a confirmation template is configured for a status, it can send regardless of how the attendee was added to the event.

Attendees may be added from sources such as:

• Your website event registration form
• The LeadCenter contact page Actions menu
• LeadJig integration
• LeadingResponse integration
• Financial Seminar Services integration

What Happens After Someone Registers

• If the attendee does not already exist in LeadCenter, a new contact can be created.
• If the event is under capacity, the attendee can move into Registered and receive the configured confirmation for that status, including a calendar invite attachment in the confirmation email when applicable.
• If the event is over capacity, the attendee can move into Waitlist and receive the configured confirmation for that status.
• You can still use reminder emails, reminder texts, and follow-up emails separately if those are set up on the event.

Select a Phone Number for Text Confirmations

To send text confirmations, you must select a number under:

Select number for text confirmations

Tip: This number is separate from reminder settings. You can use one number for event confirmations and a different number for reminders if you want.

If you do not have a number available, use the link at the bottom of the confirmations table to buy one.

Attendee Move Confirmations

If you use the attendee move feature to move someone from one event to another, you can optionally send a confirmation for that action too.

In the Confirmations table, look for the row labeled Attendee move and configure:

• An email template
• A text template
• Or both

How to Set Up Event Confirmations

1. Create the templates you want to use:
   • Email templates from Email Templates
   • Text templates from your text templates page
2. Go to the Events page, open your event, and click Confirmations.
3. Select a phone number under Select number for text confirmations if you want to send text confirmations.
4. For each attendee status you want to automate:
   • Turn the status row on
   • Enable Email and choose an email template if needed
   • Enable Text and choose a text template if needed
5. Save the event.

Template Notes

• Use event templates that are meant for Events.
• Event templates support event shortcodes, including event details and attendee links.
• You can preview templates before saving them to the event.

Tip: Confirmation and cancellation links can be added to event email templates using event shortcodes.

Why Didn’t a Text Confirmation Send?

• No mobile number on the contact — The attendee must have a valid mobile number on file.
• No phone number selected for confirmations — You must choose a number under Select number for text confirmations.
• No text template selected — Text must be enabled for that status and a text template must be selected.
• The contact opted out of texts — Unsubscribed contacts will not receive text confirmations.

Why Didn’t an Email Confirmation Send?

• No email template selected — Email must be enabled for that status and a template must be selected.
• No valid email address — The attendee must have a valid email address on file.
• The attendee did not move into that status — Confirmations send when the attendee enters the configured status.

Quick Setup Checklist

• Select a phone number for text confirmations
• Enable confirmations for the attendee statuses you want to automate
• Choose an email template, text template, or both for each status
• Set up the optional Attendee move confirmation if needed
• Save the event

Need help? Contact support@leadcenter.ai.