Registrant-Based Emails

 

 

Using Registrant-Based Emails in HubSpot

Overview

The Registrant Object in event·hapily is the key to sending personalized, event-specific emails in HubSpot.

Each registrant record represents a snapshot in time — linking a specific contact to a specific event. It contains both contact information (like name and email) and event context (like event name, time, location, and status).

Using registrant-based personalization tokens and registrant-based workflows, you can send confirmation and reminder emails that automatically include the correct event details for each person.

🎥 Video Walkthrough:
Watch the Registrant-Based Email Tutorial →

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Step 1: Understanding the Registrant Object

Every registrant record contains:

• Event Details: event name, date/time, venue, and links

• Registrant Information: contact, status, and check-in details

• Dynamic Data: feedback, QR code, and personalized calendar links

Because each registrant is unique to a single event, sending emails from the Registrant Object ensures your communication always references the correct event data.

📸 Screenshot placeholder: Example registrant record showing event name, time, and QR code

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Step 2: Create a Registrant-Based Email

1. In HubSpot, go to Marketing → Email.

2. Click Create Email and choose a template (confirmation, reminder, or thank-you).

3. In your email editor, use personalization tokens from the Hapily Registrant object, such as:

   • Event Name:

   • Display Start Date:

   • Display Start Time:

   • Venue:

   • Google Calendar Link:

   • ICS Calendar Link:

   • QR Code:

📝 Tip: You can also use registrant tokens in the subject line, for example:
Subject: “You’re confirmed for !”

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Step 3: Embedding the Registrant QR Code (Optional but Recommended)

To display the QR code for check-in directly inside your confirmation or reminder emails:

1. Drag an HTML block into your email layout.

2. Paste the following sample HTML snippet (adjust padding or style as needed):

   <div style="text-align: center; margin: auto; padding: 20px; border: 2px #ccc; box-shadow: 0 4px 8px rgba(0, 0, 0, 0.1); width: 75%; max-width: 400px;">
   <img src="" style="width: 100%; height: auto; display: block; margin: 0 auto;">
   </div>

3. Save your email.
   The image will automatically render the unique QR code tied to the registrant record.

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Step 4: Build a Registrant-Based Workflow

1. Navigate to Automation → Workflows → Create from Scratch.

2. Choose Object Type → Hapily Registrant.

3. Set up your enrollment triggers — for example:

   • Registration Confirmation: when a registrant is created

   • Reminder Emails: when the event date is approaching

4. Add a short delay (e.g., 2 minutes) to allow HubSpot to sync data.

5. Add a Send Email action and select your registrant-based email.

📸 Screenshot placeholder: Workflow enrollment trigger set to Registrant object

Example: Multi-Step Reminder Workflow

You can easily layer reminder emails around your event’s start date:

1. Trigger: When registrant is created

2. Send Email: Registration confirmation (immediately or after 2-minute delay)

3. Delay Until Date Property: 7 days before event start date

4. Send Email: “One Week Reminder”

5. Delay Until Date Property: 1 day before event start date

6. Send Email: “Tomorrow’s the Big Day”

💡 Pro Tip: Use a branch to separate registrants who signed up fewer than 7 days before the event, ensuring they still receive the correct reminders.

 

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Summary

✅ Use registrant tokens to dynamically personalize event communications
✅ Embed QR codes and calendar links directly in emails
✅ Build registrant-based workflows for confirmations and reminders
✅ Combine with Event Builder for scalable, automated event communication

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Next Steps:

• Build a New Event with Event Builder

• Best Practices for Closing an Event

• Create Post-Event Surveys