Email Notifications

RestartiX sends transactional emails to the people who register for your sessions: a confirmation, a reminder, a "starting now" message and a "replay available" message, plus sign-in emails for your mobile app and members-only webinars. You control which of these go out and when; the content of each email lives in a template in your own Newsman account.

Access: only admins can change email settings and send test emails (the Settings area appears only for admins). Marketers and admins can resend a confirmation email from a contact's page. Everyone on your team can view email history and email analytics.

How emails are sent

Every email is a template stored in Newsman (NewsmanSMTP). RestartiX picks the template by its ID, fills in the variables for each recipient, and Newsman renders and delivers the message.

• Your Newsman account. Connect it in Settings → Integrations (Newsman Email card). The From Email and From Name you set there are the sender of every email.
• Until you connect your own account and switch on Enable per-org Newsman email, emails go out through the platform's default Newsman account, with its templates and sender address. You can't edit those, so connect your own account to control content and branding.
• Subject line. RestartiX doesn't send a subject for these emails. Set it in each Newsman template.
• Templates use Handlebars. Besides plain variables such as {{name}}, you can hide optional parts, for example {{#if whatsapp_group_url}}…{{/if}}.
• Language and dates. Dates and times are written in the webinar's time zone, locale and date format (the webinar's Regional Overrides, or your defaults in Settings → General). If the locale is Romanian, month and weekday names are in Romanian; otherwise they're in English.
• Links point to your attendee app (live.yourdomain.com) and public site (webinars.yourdomain.com), so set up your domains first.

Email types

Email	Template ID	When it's sent	Can you turn it off?
Registration Confirmation	registration_confirmation	Right after someone registers for a session.	Yes
Webinar Reminder	webinar_reminder	Before the session starts, based on your reminder timing.	Yes
Webinar Starting Now	webinar_starting	When the session goes live.	Yes
Replay Available	replay_available	When the session moves to replay.	Yes
Magic Link Sign-In	magic_link	When someone asks for a sign-in link in your mobile app.	No, always on
Member Sign-In	member_sign_in	When someone signs in to a session of a members-only webinar in the attendee app.	No, always on
Waitlist Confirmation	waitlist_confirmation	Only when an automation step sends it.	Controlled by the automation
Waitlist — Session Available	waitlist_session_available	Only when an automation step sends it.	Controlled by the automation
Segment broadcast	segment_broadcast	When your team sends a broadcast to a segment.	Not applicable

Registration confirmation

The confirmation goes out for every new registration: from a landing page form, the attendee app, your mobile app, and people you add with Import on a session (the import dialog says so: "Confirmation emails will be sent to new registrations").

It isn't sent when:

• The person is already registered for that session. Registering again returns the existing registration and sends nothing.
• A member joins a session of a members-only webinar. Members are registered as they join, so they get no confirmation.
• Registration Confirmation is turned off.

If an attendee corrects a bounced email address in the lobby or on their preferences page, the confirmation is sent again to the new address (see Bounces and flagged contacts).

Starting now and replay available

The session moves through its statuses automatically based on its dates (see Sessions & Lifecycle):

• Webinar Starting Now goes out when the session becomes live: within a few minutes after its Live Start time, or right away if someone on your team switches the session to live earlier.
• Replay Available goes out when the session moves to replay: within a few minutes after its Live End time, or right away if someone switches it to replay. A session with no Live End skips the replay phase, so no replay email is sent.

Saving a session that is already live or in replay doesn't send them again.

Turn emails on or off

1. Go to Settings → Email Notifications.
2. Use the switch on each card: Registration Confirmation, Webinar Reminder, Webinar Starting Now, Replay Available. All four are on by default.
3. Click Save.

The sign-in and waitlist cards show a switch that is always on; you can't turn those emails off here.

Set the reminder timing

When Webinar Reminder is on, its card shows Send reminder (minutes before start). Enter a value from 5 to 1440 minutes (24 hours). The default is 60.

Reminders are sent by a background check that runs periodically, every 15 minutes by default. You can see its schedule as Send Reminders on Background Jobs. As a result:

• The reminder goes out on the first check after the session comes within your window, so it can arrive up to one check later than the number you set. With the default 60 minutes, expect it between about 60 and 45 minutes before the start.
• Values below 15 minutes behave like 15.
• {{starts_in}} contains the real time left when the email is sent (for example "52 minutes"), not your setting.
• Someone who registers after the window has opened gets the reminder at the next check, shortly after their confirmation.
• Each registration gets at most one reminder. If you move a session after its reminders went out, they aren't sent again.
• Reminders go only to registrations that are still active and whose attendee hasn't joined yet.

Who receives the emails

• Confirmation and reminder: the person who registered, for that session.
• Starting now and replay available: everyone registered for that session who hasn't canceled, including people who already joined. A contact with several registrations for the same session gets one email.
• Canceled registrations get nothing further for that session.
• Flagged contacts and contacts whose processing is restricted get none of the emails on this page except the sign-in emails, which are sent whenever someone asks for them. See Bounces and flagged contacts and Contacts.

Create the templates in Newsman

1. In your Newsman account, go to Transactional → Templates.
2. Create one template for each email you use. The template ID must match the IDs in the table above exactly (lowercase, with underscores).
3. Write the subject and body. Insert variables with double braces, for example {{webinar_title}}. The Template variables section on each card in Settings → Email Notifications lists the main ones; the full list is below.
4. Send yourself a test email for each template.

Create at least the templates for the emails you have switched on. The Newsman Test Connection button in Settings → Integrations warns you about missing templates among registration_confirmation, webinar_reminder, webinar_starting, replay_available, waitlist_confirmation, waitlist_session_available and segment_broadcast. It doesn't check magic_link or member_sign_in, so create those yourself if you use the mobile app or members-only webinars. When you create member_sign_in, you can start from a copy of your magic_link template: they receive the same variables.

Missing templates mean missing emails

If a template ID doesn't exist in your Newsman account, that email isn't delivered. Check the spelling of every ID.

Template variables

Confirmation, reminder, starting now and replay

Variable	What it contains	Confirmation	Reminder	Starting now	Replay
{{name}}	The registrant's full name	Yes	Yes	Yes	Yes
{{webinar_title}}	Webinar title	Yes	Yes	Yes	Yes
{{webinar_fulldate}}	Date, start time and time zone, e.g. "March 20, 2030 at 7:00 PM EET" or "20 martie 2030 la 19:00 EET"	Yes	Yes	Yes	Yes
{{webinar_date}}	Weekday and date, e.g. "Wednesday, March 20" or "Miercuri, 20 martie"	Yes	Yes	Yes	Yes
{{webinar_time}}	Time range and GMT offset, e.g. "7:00 PM - 9:00 PM GMT+2" or "19:00 - 21:00 GMT+2" (start time only if the session has no end time)	Yes	Yes	Yes	Yes
{{starts_in}}	Time left until the start, e.g. "45 minutes", "1 hour and 5 minutes", or in Romanian "45 minute", "1 oră"	—	Yes	—	—
{{lobby_url}}	The session's lobby in the attendee app, already linked to this registration	Yes	Yes	—	—
{{app_lobby_url}}	A link that can open the session in your mobile app when it's installed; otherwise it opens the lobby in the browser	Yes	Yes	—	—
{{watch_url}}	The session's watch page in the attendee app	—	—	Yes	Yes
{{app_watch_url}}	Like {{app_lobby_url}}, for the starting and replay emails	—	—	Yes	Yes
{{replay_until}}	The date the replay stops being available (the session's Featured Until date)	—	—	—	Yes
{{cancel_url}}	Opens the attendee's preferences page with the cancellation prompt, Sigur vrei să îți anulezi înregistrarea? ("Are you sure you want to cancel your registration?")	Yes	Yes	Yes	—
{{preferences_url}}	The attendee's preferences page, where they manage their name, phone number and communication preferences	Yes	Yes	Yes	Yes
{{unsubscribe_url}}	A page where the person withdraws consent to marketing email (see below)	Yes	Yes	Yes	Yes
{{google_calendar_url}}	Adds the webinar's session to Google Calendar (see the note on calendar links below)	Yes	Yes	—	—
{{outlook_calendar_url}}	Adds the webinar's session to Outlook Calendar (see the note on calendar links below)	Yes	Yes	—	—
{{whatsapp_share_url}}	Opens WhatsApp with your share text and the person's personal referral link	Yes	Yes	—	—
{{email_share_url}}	Opens a new email with your share text and the person's personal referral link	Yes	Yes	—	—
{{messenger_share_url}}	Shares the session on Facebook Messenger (uses your Meta App ID from Integrations if set, otherwise the Facebook share dialog)	Yes	Yes	Yes	Yes
{{whatsapp_group_url}}	The invite link of the webinar's WhatsApp group, if you set a WhatsApp Group Invite Code on the webinar; otherwise empty	Yes	Yes	Yes	Yes

Notes:

• The share and calendar links in the confirmation and reminder are personal tracked links: clicks are counted, and registrations that come through a share link are credited to the person who shared it. See Share Links & Referrals.
• The calendar links pick the session when they're clicked, not when the email is sent: they add the webinar's current session at that moment (live first, then open, scheduled and replay). For a webinar with several sessions, that can be a different session from the one the person registered for. See Calendar and WhatsApp group.
• The share text comes from the webinar's Share Text, or your Default Share Text in Settings → General. The calendar event description comes from the webinar's Calendar Event Description, or your Default Calendar Text.
• Use the WhatsApp and email share links only in the confirmation and reminder templates. When the starting and replay emails go out automatically, these two links are empty, and the Messenger link is a plain link to the session rather than a personal referral link. They're filled in only when someone on your team switches the session to live or replay by hand.
• The {{unsubscribe_url}} page is in English. It reads Unsubscribe from marketing emails, with a Confirm Unsubscribe button, and ends with "You've been unsubscribed". It only withdraws marketing email consent; the person still gets transactional emails such as reminders for sessions they're registered for. To stop those, they cancel their registration.

Sign-in emails

magic_link and member_sign_in receive the same two variables:

Variable	What it contains
{{magic_link_url}}	A one-time sign-in link. For members-only webinars it returns the person to the session in the browser.
{{verification_code}}	A 4-digit code to type on the sign-in screen instead of clicking the link. It expires after 10 minutes and allows 5 wrong attempts. Requesting a new email replaces the previous code.

Automation and broadcast emails

Emails sent by an automation step, including the two waitlist templates, receive a different set of variables: {{name}}, {{webinar_title}}, {{register_url}} (the webinar's page on your public site), {{webinar_fulldate}}, {{webinar_date}}, {{webinar_time}} (the dates of the webinar's live or open session, or, if there is none, of its scheduled session that opens last), {{whatsapp_group_url}} and {{waitlist_unsubscribe_url}} (a one-click link that stops that automation for the person). If an automation reuses one of the lifecycle templates above, the variables that aren't in this list stay empty. See Automations.

Segment broadcasts use the segment_broadcast template. See Segment Broadcasts for its variables.

Send a test email

1. Go to Settings → Email Notifications and click Send Test Email.
2. Enter the Recipient Email and, optionally, a Recipient Name (used for {{name}}; defaults to "Test User").
3. Choose the Email Template.
4. Click Send Test.

The result shows whether Newsman accepted the email, or the error it returned. The test:

• Uses the credentials saved in your Newsman Email integration, even if you haven't switched it on yet, so you can check your templates before going live. It fails if no Newsman credentials are saved.
• Fills the variables with sample data: a webinar called "Test Webinar — Email Integration Check" on 15 March 2030, shown in your organization's time zone and date format. Links point to a sample session. Links that belong to a real registration, sign-in or automation ({{cancel_url}}, {{preferences_url}}, {{unsubscribe_url}}, the sign-in link and code, and the waitlist links) are left empty, and so is {{whatsapp_group_url}}.
• Doesn't appear in email history or analytics.

Track delivery, opens and clicks

Newsman reports what happens to each email through a webhook. To receive these reports for emails sent through your own account:

1. Save your Newsman Email integration in Settings → Integrations. A Webhook URL appears on the card.
2. Copy it and add it in your Newsman account under Transactional → Webhooks.

Without the webhook, your emails stay in the sent status, and their bounces and spam complaints don't flag contacts.

Each email has one of these statuses:

Status	Meaning
sent	Newsman accepted the email. Nothing else has been reported yet.
delivered	Newsman reported an open or a click. There is no separate delivery report, so an email that arrived but was never opened stays sent.
bounced	The email bounced. Hover the status to see the reason.
rejected	Newsman refused to send it, for example because the address is on its suppression list.
spam	The recipient marked it as spam.
unsubscribed	The recipient unsubscribed through Newsman, for example with Newsman's own unsubscribe link. This also withdraws their marketing email consent.

The time of the first open and first click is recorded for each email. See the totals in Analytics → Email and one person's history on their contact page, Emails tab.

Bounces and flagged contacts

RestartiX flags a contact's email automatically when Newsman reports:

• a spam complaint,
• a rejection, or
• a bounce whose reason shows a permanent failure, such as an unknown user, a mailbox that doesn't exist or a domain that can't be found. Temporary problems, such as a full mailbox, throttling or a temporary server error, don't flag the contact.

A contact can also be flagged when your Newsman Marketing list reports the address as unreachable, or manually with Flag Email on the contact page.

A flagged contact shows Email Flagged and the reason on their contact page. While flagged, they get no confirmation, reminder, starting now, replay, automation or broadcast emails.

Flagging also stops SMS and push

A flagged email also stops the scheduled SMS and push reminders, starting now and replay messages for that contact.

To restore sending, a marketer or admin clicks Unflag Email on the contact page. The attendee can also fix it themselves: when their address has bounced or been rejected, the session lobby and their preferences page show Nu am reușit să trimitem emailuri la adresa ta ("We couldn't send emails to your address") with a Schimbă adresa de email ("Change email address") button. Changing the address clears the flag and sends the registration confirmation to the new address.

Resend a confirmation email

Use this when someone says they didn't get their confirmation.

• From the email history: open the contact, go to the Emails tab and click Resend next to a Confirmation email.
• From the registration: open the contact, go to the Webinars tab. The Confirmation column shows when the last confirmation for each registration was sent, or Not sent. Click Send confirmation or Resend confirmation.

Both are available to marketers and admins. The email is built from the current session details and is sent even if Registration Confirmation is turned off. It isn't sent, and you see the reason under the button, when:

• the registration was canceled or no longer exists,
• the contact's email is flagged or their processing is restricted ("this contact has unsubscribed or is flagged, so email can't be sent"), or
• no email provider is available ("no email provider is configured").

Only confirmation emails can be resent.