March 10, 2026 | 4 min read
This blog explains how to automate and personalize event communications using Triggers and Tokens.
Triggers initiate message firing when specific events occur, such as a new registration or an abstract submission.
Tokens are dynamic placeholders that retrieve data from the database—such as names or registration IDs—to automatically personalize emails, SMS, and documents. Together, these tools enable organizers to deliver timely information to participants, staff, and partners without manual effort.
Eventact tokens personalize communications and documents. Instead of entering data manually, insert a specific token into a template, such as an email, SMS, badge, or invoice. The system then automatically replaces the token with relevant information from the event database.
When a message is sent, or a document is generated, the system identifies the recipient and retrieves relevant data—such as name, registration ID, or session choice—to populate the token.
Tokens help keep bulk messages accurate and consistent. Each participant receives details that match their registration, reducing mistakes and saving you from sending messages one by one.
You can use tokens directly in the Eventact message editor. When you write a message or design a badge, follow these steps:
In Eventact, a Trigger is the main rule that determines when an automated message goes out. It tells the system which event should trigger a message.
When a triggering event happens, the system finds the related messages and checks any extra custom conditions—like participant country, registration type, or custom abstract fields—to decide if each message should be sent.
Triggers usually send automatic confirmations to participants, but organizers can also use them to notify staff and partners.
To set up message automation rules, go to the appropriate module (e.g., Registration or Abstracts) and select Messages.
Click the Automatic Messages button. This takes you to the setup page, where you can choose triggers and set conditions for each message. You can add multiple triggers and set specific rules so messages are sent only when all requirements are met.
The following events can be used as the base for an automated message:
When a registration is completed, the system evaluates the state of the registration and will activate one of the following primary triggers:
Additionally, if the registration is paid online successfully with a credit card, the system fires the Paid With Credit Card trigger (in addition to the primary trigger above) to send a specific receipt or payment confirmation.
Organizers can define confirmation emails in multiple languages. When a trigger fires, Eventact automatically selects the message version that matches the attendee's registration language. If a specific version for that language is not found, the system will default to the event's primary language.
If a token doesn't fill in or a trigger doesn't work as expected, you can check the system activity in these ways:
Eventact uses Triggers and Tokens to power automated communications. Triggers determine when messages are sent based on specific actions, while Tokens personalize those messages with recipient details. This setup allows organizers to provide timely, accurate updates to participants, staff, and partners with minimal manual intervention.
If you have specific needs or require assistance with your message definitions, please get in touch with us.