ⓘ This article is for Event Organizers
Build branded emails, schedule when they go out, and track exactly what was delivered — all without leaving Expo Pass.
Expo Pass now lets you email your attendees directly from your event, no separate email tool required. The Emailing system is made up of three connected sections, found under your Event menu:
Email Templates — where you design the email itself (subject, content, branding).
Email Jobs — where you schedule when a template gets sent, and to whom.
Sent Emails — where you see exactly which individual emails went out, and to whom.
This guide walks through all three, in the order you'll typically use them: build, schedule, then track.
Email Templates
An Email Template is the reusable design for your email — the subject line, the content blocks, and the branding. You build it once using a drag-and-drop editor, then send it out (possibly more than once) using an Email Job.
❗ Important: Email Templates are new. Right now, Custom is the only Template Type available and Attendees is the only Target Audience — Expo Pass says more options (system email types, additional audiences) are coming soon.
How to Create an Email Template
Go to Event, then click Email Templates.
Click Create Email Template in the top right.
Enter a Name for the template. This is for your own reference and won't be seen by recipients.
Confirm the Template Type (currently defaults to Custom).
Confirm the Target Audience (currently defaults to Attendees).
Enter a Subject line. Click the merge field icon in the Subject box to personalize it — see Using Merge Fields below.
Enter a Reply To email address. This is where replies from attendees will land.
Click Create Email Template to open the email builder.
Designing Your Email
Creating the template opens the drag-and-drop email builder, which starts you off with a basic layout (header, welcome banner, a text block, and a footer) that you can fully customize.
Content blocks live in the left panel and can be dragged into your email:
Layout blocks: Header, Hero/Banner, Rich Text, Two Columns, Image, Button, Divider, Spacer
Event data blocks: Attendee Details, Registration Details, Magic Links, Add To Calendar, Venue & Directions, Contact / Support, QR Code, Footer
The event data blocks are worth calling out — they pull live details from your event (like the attendee's QR code or the venue address) so you don't have to type them in by hand.
Email Settings, in the right panel, control the overall look of the email: Background Color, Primary Color, Text Color, and Max Width (in pixels). Click any block in the canvas to see and edit that block's own properties in this same panel.
💡 Tip: Using merge fields. Click the merge field icon (next to the Subject line, or inside a Rich Text block) to insert personalized data like {{ recipient.first_name }} or {{ event.name }}. Fields are organized into four categories:
Recipient Data — email, first/last name, and role flags like Is Attendee, Is Exhibitor, Is Speaker
Event Data — details about the event itself
Attendee Data — the recipient's registration-specific details
Date — date and time values
Fields are automatically replaced with real data when the email is generated.
Previewing and Testing
Before saving, click Preview at the top of the builder to check your work:
Choose Sample data (uses placeholder values) or A specific attendee (pulls in a real attendee's data — test emails still go to your own inbox, not theirs).
Click Preview to view it in your browser, toggling between Desktop and Mobile views, or click Send test to me to receive an actual test email.
✅ Once you're happy with it, click Save in the top right. You'll see an "Unsaved changes" indicator whenever there's something to save.
Managing Templates from the List
Back on the Email Templates page, each template's row shows:
In Use — whether this template is attached to any Email Job
Completed Jobs / Pending Jobs — how many times it's been sent, and how many sends are still scheduled
Preview — opens the same preview modal described above
Email Job — click Schedule to create a new Email Job using this template
Design — click Design to reopen the builder and make edits
📌 Editing a template only changes future sends. It does not affect emails that have already gone out.
Email Jobs
An Email Job is what actually sends a template — it pairs a template with a schedule and, optionally, a specific slice of your audience. One template can be used by multiple Email Jobs (for example, sending the same reminder at two different times).
How to Create an Email Job
Go to Event, then click Email Jobs, and click Create Email Job. (Or, from the Email Templates list, click Schedule on a template's row — this opens the same form with the template already selected.)
Enter a Name for the job, for your own reference.
Set the Scheduled At date and time — when Expo Pass should send the email.
Choose the Email Template to send, if it isn't already pre-filled.
Optionally, click Add filter under Audience Filter to narrow who receives it. Leave this blank to send to the template's full audience.
Click Create Email Job.
💡 Tip: Narrowing your audience. An Audience Filter lets you target a subset of recipients — for example, only attendees matching a specific registration or profile condition — by choosing a Field and a Condition. You can stack multiple conditions with Add condition. If no filter is set, the note "No filter set — the email will be sent to the full audience" confirms everyone in the template's target audience will receive it.
Managing Email Jobs
The Email Jobs list shows every job you've created, with its Status (such as Completed), the Email Template and Audience Filter used, and its Scheduled At, Started At, and Complete At times, plus a running count of Sent Emails.
To cancel a job before it runs, check the box next to it and choose Remove Email Job(s) from the Actions menu.
❗ Important: Once a job has started sending, it can't be undone — double-check your Scheduled At time and Audience Filter before creating the job.
Sent Emails
Sent Emails is your delivery log — a record of every individual email Expo Pass has actually sent, one row per recipient.
Each row shows the recipient's Email Address, Sent At time, which Email Template and Email Job it came from, and whether it Bounced or hit a Processing Failed error.
Click Preview on any row to see exactly what that specific recipient received (with their real data merged in).
Click Resend to redeliver that single email — handy after a bounce, or if a recipient says they never got it.
📌 If an Email Job shows as Completed but a recipient says they didn't receive anything, check Sent Emails first — the Bounced and Processing Failed columns will usually tell you why.
Quick Tips to Remember
Templates are reusable: design a template once, then send it as many times as you need using different Email Jobs.
Filters narrow, they don't expand: an Audience Filter can only send to a subset of a template's Target Audience — leave it blank to reach everyone.
Jobs schedule, Sent Emails confirms: an Email Job's status tells you the send ran, but Sent Emails is the source of truth for what each individual attendee actually received.
Custom is the only option for now: Template Type and Target Audience are currently limited to Custom and Attendees, with more options on the way.