Automate emails with email rules
Automatically send emails based on timing, events, or participant data.
1. What are email rules?
Email rules allow you to automate email sending based on:
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A specific event (e.g. registration created)
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A scheduled date
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A recurring schedule
They are used for emails without a predefined type or to create custom logic.
2. Create an email rule
Go to:
Communication → Email rules → Add an email rule
Configure your rule:
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Name your rule
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Choose a trigger:
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Event-based (e.g. registration created)
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Scheduled (specific date/time)
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Recurring
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Select the email to send
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Activate or deactivate the rule
3. Define recipients and conditions
In “Who will this email be sent to?”, you can:
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Target all participants
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Add conditions based on:
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Competitions
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Tags
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Form answers
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Metadata
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This ensures emails are sent to the right audience only.
4. Common use cases
4.1 Send race information before the event
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Create an email (no type, recipient = registered)
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Create a rule with a scheduled date (e.g. 1 week before race day)
4.2 Send information to late registrations
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Create a rule with trigger: Registration created
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Add a start date condition
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This ensures new participants still receive key information
4.3 Remind participants to complete their registration
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Filter by participants with an “incomplete” tag
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Schedule a reminder email
4.4 Upsell additional products (e.g. merchandise)
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Create a recurring rule
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Add a condition based on a form field (e.g. has not purchased item)
4.5 Send different confirmation emails per competition
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Create separate confirmation emails
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Create one rule per competition
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Add a condition to match each competition
5. Key best practices
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Always test your emails before activating rules
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Use clear naming conventions for rules
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Avoid overlapping rules sending duplicate emails
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Combine rules with tags and conditions for better targeting