Creating Donation Email Templates

A Donation Email Template allows you to send a customized email automatically after someone makes a donation through the Donate button on your Tournament Website.

You can use the email to:

• thank the donor for their contribution;
• explain how the donation supports your cause;
• provide tournament or charity information;
• share important next steps; or
• provide organizer contact information.

Donation Email Templates are available with EventCaddy PRO.

Before you begin

Confirm that:

• your tournament has EventCaddy PRO;
• the Donate button is enabled on the Tournament Website; and
• you have prepared the message you want donors to receive.

Important: The Donation Email Template applies to donations made through the Tournament Website’s Donate workflow. Use a Product Email Template for purchases made through individual Online Store products.

Create a Donation Email Template

1. Go to Finances & Commerce > Online Store.
2. Select the Donation Email Template tab.
3. Select Add donation email.
4. Enter the email subject.
5. Confirm that the automatic donation email is enabled.
6. Add and format the email content.
7. Insert any placeholders you want to use.
8. Review the message in the Sample email preview.
9. Select Create donation email template.

Add the subject and message

Use a subject line that clearly identifies the purpose of the email.

Examples include:

• Thank you for supporting our tournament
• Thank you for your generous donation
• Your donation to our golf tournament
• We appreciate your support

Use the content editor to write and format the email. HTML knowledge is not required.

A useful donation email might include:

• a personalized thank-you;
• the tournament or charitable cause being supported;
• an explanation of how contributions will be used;
• relevant tournament details;
• organizer contact information; and
• any follow-up information the donor should know.

Keep the message focused and appreciative.

Personalize the email with placeholders

Placeholders automatically insert tournament, organizer, or donor information when the email is sent.

The editor groups available options under headings such as:

• Tournament placeholders
• Admin placeholders
• Customer placeholders

Available placeholders may include information such as:

• donor or customer name;
• tournament name;
• tournament date; and
• organizer information.

Use the placeholder controls provided in the editor rather than manually typing the placeholder code.

Important: Editing the characters inside a placeholder may prevent the information from populating correctly.

Preview the email

The Sample section updates as you add content to the email editor.

Before saving, review:

• the subject line;
• donor and tournament placeholders;
• paragraph spacing;
• spelling and grammar;
• links;
• images; and
• the order of the message.

The preview may use sample information instead of the final donor or tournament details.

Enable or disable the automatic email

The Donation Email Template includes the following setting:

Do you want to send this email to the donator after they make a donation to your event?

Leave this setting selected when donors should receive the automatic email.

Clear the setting when you want to temporarily stop sending the email without removing the template content.

The interface uses the word donator, but this article uses donor for the person making the contribution.

Donation Email Templates vs. Product Email Templates

These templates are managed separately and have different triggers.

Use a Product Email Template for purchases such as:

• sponsorships;
• merchandise;
• dinner tickets;
• mulligans;
• raffle tickets; or
• other Online Store products.

Use the Donation Email Template for the tournament’s direct donation workflow.

Suggested donation email structure

A concise donation email can follow this structure:

1. Thank the donor by name.
2. Acknowledge their support of the tournament or cause.
3. Explain briefly what their contribution supports.
4. Include relevant tournament or charity details.
5. Provide organizer contact information.
6. Close with another expression of appreciation.

Avoid including instructions that apply only to product purchasers, players, or Sponsors unless they are also relevant to the donor.

Common questions

When is the Donation Email Template sent?
It is sent automatically after someone completes a donation through the Tournament Website’s Donate workflow, provided the template is enabled.

Does the Donate button need to be enabled?
Yes.
The donation workflow must be available on the Tournament Website for visitors to make donations through it.

Can I temporarily stop sending the email?
Yes.
Edit the template and clear Do you want to send this email to the donator after they make a donation to your event?
Enable the setting again when you are ready to resume sending the email.

Can I personalize the email?
Yes.
Use the available Tournament, Admin, and Customer placeholders to insert information automatically.

Do I need to know HTML?
No.
The built-in content editor allows you to format the email without writing HTML.

Is this email used for an Online Store product set up as a donation?
No.
The Donation Email Template is for donations made through the Tournament Website’s Donate workflow.
For an individual Online Store product, create and assign a Product Email Template.

Why is the donation email not being sent?
Confirm that:

• the donation was made through the Donate workflow;
• the Donation Email Template has been created;
• Do you want to send this email to the donator after they make a donation to your event? is selected; and
• the template changes were saved.
• the email body contains at least 1 character (an image by itself will fail to send)

Related articles

• Online Store Overview
• Creating Product Email Templates
• Creating Online Store Products
• Managing Online Store Products