Trent: Instructional guide from Overseer branch 'Participant Emails' (first-level steps, quality pass)

2026-08-05T21:41:20Z

Instructional guide from Overseer branch 'Participant Emails' (first-level steps, quality pass)

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This page documents the '''Participant Emails''' instructional flow in the zFairs setup assistant.

{{Note|Synced from Overseer instructional branch content. UI labels and menu paths can change; use product search if a button name differs.}}

== Overview ==

== Participant Email Settings ==

Make changes to your settings related to participant emails below.

== Steps ==

=== 1. See Emails Sent To Participants ===

== Automated Emails ==

Here is a list of the emails that are automatically sent to participants, with a description of when they are sent out, and what is in them.

* '''Email Verification''': After a participant enters their email address at the beginning of registration, they are sent a verification email. This email contains a link for them to verify their email address and continue with registration.

* '''Account Completion Reminders''': These emails are sent out if a participant begins registering, but doesn't compelete their registration. They are sent 24 hours, 48 hours, and 1 week after the account was started.

* '''Post Registration''': This serves as a confirmation that the account has been completed. It will contain an overview of the personal information and entry information that they entered.

* '''Hold Harmless/Media Release Forms''': If you are using zFairs ability to send a Hold Harmless and/or Media Release forms, these will be sent to parents once registration is complete. These emails contain a link that parents will click on to sign the forms.

* '''List of Required Forms''': If you have the setting "Paperwork - On Participant Registration - Send Email with list of Required Forms" turned on, participants will receive an email once they have completed registration. This email will include a list of forms that are required for their project.

* '''Paperwork Approval Notification''': If you are using Custom Forms to manage your paperwork, participants will receive a notification when the status of one of their forms has changed.

* '''Promotion Emails''': If participants are being promoted or advanced from one zFairs event into your zFairs event, you can turn on the setting "Promoted Entried - Send Welcome Email to Promoted Participants". This will send these participants an email that contains whatever content you set up for "Promoted Entries - Promoted Participants Welcome Email (Content)".

== Manual Emails ==

Here is a list of emails that can be manually sent to participants through zFairs.

* '''Paperwork Nags''': These emails are sent when the "Send Reminder" button is clicked at the bottom of the Paperwork Review page by a Staff/Admin user. This email contains a reminder for any required forms that have not been uploaded yet.

* '''Individual Emails from the People Page''': Staff/Admin users can send emails to participants by navigating to the People page, clicking on a participant's name, and clicking "Email". This will allow you to type an email to send to the participant through zFairs.

* '''Bulk Emails''': Staff/Admin Users can send Bulk Emails to all participants by navigating to the "Staff" drop-down menu, then "Email - Participants, Teachers, Volunteers, or Staff".

Note: Emails sent from the People page or the Bulk Mailer can also be sent as text messages with the SMS add-on. Contact zFairs for a quote or any questions.

== Related search terms ==

Registration Email, Feedback Email, Custom Question, Parent Email, Feedback, Scores, Include Scores, Email Title, Registration Complete, Participant Email, Participant, Participant Scores, Student Scores, Post Registration, Post-Registration

== See also ==

* [[Setup Guides]] — hub for instructional flows
* [[Support instructions]]
* [[Fair/Contest Setup]]

[[Category:Setup Guides]]
[[Category:Instructional]]

Setup Guides/Participant Emails - Revision history

Trent: Instructional guide from Overseer branch 'Participant Emails' (first-level steps, quality pass)