Registration Emails

Registration Emails

Some integrations send ExpoPlatform-managed welcome emails when they create new records as part of a sync. Three kinds of email are available, one per supported entity type — visitor, team member, and exhibitor — each enabled independently per integration.

Whether each kind actually fires also depends on the underlying email template being enabled in the current environment (this is a separate ExpoPlatform admin-level setting, not part of the integration configuration).

How to configure

The integration settings page shows a Registration Emails panel near the bottom. Each entity type the integration supports has its own row containing:

• An enable checkbox — when ticked, the integration will send this kind of email for newly created records

• A Show Details expander, which reveals:

  • The underlying email template name(s) used for this entity kind

  • A live template status check for the current environment — a green tick when the template is enabled in ExpoPlatform's email-templates configuration, or a warning reading "template disabled — enable it in email templates to make this work" when it's not

  • A When line describing what triggers the email

  • A Status Change line describing the account-status side-effect

The template status check is read-only. If it says the template is disabled, an ExpoPlatform admin (not the integration admin) needs to enable it before any emails actually go out.

The three kinds

Visitor Registration Email

Sent on first-time registration of a visitor. Uses two templates depending on the account history:

• Visitor Registration — for accounts freshly created by this integration

• Visitor Repeated Registration — for accounts that already existed in ExpoPlatform and are being assigned to a new event

Side effect: sets the ExpoPlatform account status to Invited after sending.

Team Member Registration Email

Sent on first-time registration of a team member. Uses the Exhibitor Team Member template.

When it fires: only when the visitor is matched to an exhibitor via the Team Member Matching field in the mapping. If the Team Member Matching field is not mapped, no team-member emails are sent regardless of this checkbox. See Team Member Matching.

Side effect: sets the ExpoPlatform account status to Invited after sending.

Exhibitor Registration Email

Sent on exhibitor creation. Uses the Exhibitor Password template, which includes the login email and a generated password.

When emails fire

For an email to actually be sent, all of the following must be true:

1. The record is being created (first-time sync) — never on updates

2. The enable checkbox for that email type is on

3. The underlying template is enabled in the environment (checked automatically at send time)

4. For team-member emails only: the Team Member Matching field is present in the mapping

If any condition isn't met, the record is still saved — the email is just not sent. Email-send failures are logged but never roll back a saved record.