---
title: Create and Trigger a New Email
slug: create-and-trigger-a-new-email
docTags: 
createdAt: 2026-02-16T16:45:26.539Z
---

A new email can be created by going to **Settings **→ **Emails **→ **Create New Email**:

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When creating the email, there are tokens that can be added. The tokens will pull information from different form fields within your project or from system fields related to user information:

![](https://api.archbee.com/api/optimize/uAn0OdaGcbD9zMQmvOuP7/uHnDi5aQELRxI9FrW8ffm_389402406104593.png)

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***

Once the email has been created and Saved, it can be sent manually or automatically. In order to send it automatically, a trigger will need to be added. While viewing the emails in Email Management, click on the lightning bolt next to the email:

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This is where the recipients and sender can be set. The Recipients can be the To:, CC:, or BCC: lines, and the From: is where the sender is set:

::Image[]{src="https://api.archbee.com/api/optimize/uAn0OdaGcbD9zMQmvOuP7/IShV97wFu5Pkwl8Y7a5qI_389408549994514.png" size="72" width="700" height="543" darkWidth="700" darkHeight="543" position="flex-start" showCaption="false"}

***

## Trigger an Email

Once setting the Recipients and From, click on **Set Trigger Conditions **to set the trigger. 

::Image[]{src="https://api.archbee.com/api/optimize/uAn0OdaGcbD9zMQmvOuP7/dwii-7iSTaIDHoyjhYYv8_389411705171477.png" size="80" width="603" height="338" darkWidth="603" darkHeight="338" position="flex-start" showCaption="false"}

Define the trigger conditions using:

- **AND** Conditions: Combine multiple actions that must occur.
- **OR** Conditions: Allow multiple options to trigger the email.
- ***Note:** You cannot combine both **AND** and **OR** conditions in the same trigger.*

After setting the trigger and conditions, click on **That's It, I'm Finished** → **Save Email Trigger.**

***

## Commonly Asked Email Questions

### Add an Admin as a Recipient of an Email

Admins can be added as recipients of emails so that they can receive automatic updates on things that occur within your project such as users creating accounts, applying for scholarships, making payments, etc. Recipients of emails are determined while setting up an email's trigger.

### Setting up an Email's Trigger

1. Hover over the email you wish to add an admin as a recipient to and click **Trigger**
2. The pop-up menu will allow you to determine who this email should be sent to. Admins can be found at the bottom of the list. View more information on adding admins [here](https://help.regpack.com/inviting-and-editing-admin-licenses). You may select multiple admins and/or email addresses captured within forms.
3. Click **Set Recipients** to confirm your choices.1) If you wish to add admins to  CC or BCC, click on the respective text to bring up the same menu to select your CC and BCC recipients.
4. Click **From** to determine who the sender should be. You may select either an admin within this project or your general project email.
5. Click **Set Trigger Conditions** to determine when this email should be sent.
6. Click **That's it, I'm Finished!**

![](https://api.archbee.com/api/optimize/uAn0OdaGcbD9zMQmvOuP7/BDF-hBdwzzqsyhToEVRkA_389411395625236.gif)

***

### Can I attach files or PDFs to an email?

Emails sent through Regpack cannot have attachments. 

Instead, you can upload your documents on a hosting site and use the link provided directly in your emails.

If you need us to upload and host those documents, pictures, or PDF's for you, just email [support@regpacks.com](mailto\:support@regpacks.com) with those attachments.[ ](mailto\:support@regpack.com)We will then provide a URL that you can use in your emails.

See the screenshot below for where to find the URL link in the email editing module. Paste your document link, and your email recipients will have a link they can click that will display your documents or PDFs.

![link a URL](https://api.archbee.com/api/optimize/uAn0OdaGcbD9zMQmvOuP7/Zn4clW9IPWKzL3xNUGnTz_389416796929558.png)

***

### Create and Send Session Specific Emails

Creating an email specific to a session and then sending it to the right people within Regpack is easy.

### Trigger an email

You can create an email template and then trigger it to send when a user adds a session to their cart, is waitlisted for the session, deletes the session from their cart, or has paid for the session.

Navigate to **Email Management** (Settings → Emails) to trigger the email template based on that specific session and the status.

Select the email you want to trigger, click the lightning bolt (to the left of the email name), and then click **Set Trigger Conditions**. Next, select **Products/Services** and locate the session you’d like to trigger the email for. Then select whether the condition is paid for, ordered, etc.

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In the example above, every time a user adds the “morning session” to their cart, the email will automatically send.

### Send an email to registered users in the session

If you’d like to send an email directly to everyone registered for the session, you can easily filter for those users and then send an email.

Simply head to** User Management** and click the orange **Tools** at the top right of the page. Select **View orders per product/session **and then select the session you’d like to email. A side panel will appear with the list of Orders for that session. Select some or all of the users (you can filter this list by all, paid, not paid, waitlisted, and not waitlisted) and then click **User Tools** and **Send email**. Select the template you’d like to send, and that’s it.

::Image[]{src="https://api.archbee.com/api/optimize/uAn0OdaGcbD9zMQmvOuP7/HqwdnN8t6-lXlT6Qlf8-Z_3894169949660310.gif" size="92" width="1306" height="885" darkWidth="1306" darkHeight="885" position="flex-start" alt="How_to_Create_Session_Specific_Emails_Img1.gif" showCaption="false"}

***

### Creating an Invoice Payment Email

Regpack automatically sends an invoice email to applicants when a payment is made in the system.

[Here's what's included in the automatic receipt. ](https://help.regpack.com/commonly-asked-questions#whats-on-the-automated-receipt-email)

You can create a custom payment invoice email to include additional details, if needed.

***Note: **The system generated invoice cannot be edited or disabled. If you create your own invoice, the user will receive both your customized invoice, and the system generated invoice.*

Create an invoice by going to **Settings **→ **Emails **and click create new email. Name it & write the email. You can add tokens to include user data & financial information. The financial information is located in the System Fields category. 

If you are in a family system, you'll want to select the "List of child/sub-unit payments' and "Child/sub-unit cart list" tokens. In an individual system, there will only be 1 option for "list of payments", etc.

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Once you add the tokens you'd like to include in the email invoice, you can save the email template and it's ready to use! There are multiple ways to distribute the email:

- Manually at any time - [here's how](https://help.regpack.com/sending-emails-to-users)
- Trigger the email to send automatically - [here's how](https://help.regpack.com/sending-emails-to-users)\* If you'd like all applicants to receive this email every time a payment is made, we recommend triggering the email on "payment marked as approved" from the payment trigger category. 

![payment invoice email trigger](https://api.archbee.com/api/optimize/uAn0OdaGcbD9zMQmvOuP7/1Epdn0TbI-2wWbWXjOFe5_3894169950594712.png)

### Sending Payment Notices To Yourself & Other Admins

- You can set up a triggered email using the steps above but have the email send to yourself and/or another admin in your system instead of to the applicant.
- You can also add a Financial Contact in **Settings **→ **Project\*\*\*\*Settings **→ **Payments**.