All automatic emails at a glance
After reading this you'll know where to see which email goes out on which occasion, to whom and when, and what the duplicate-send warning means.
Univents sends many emails on its own: the confirmation of an inquiry, the reminder before the event, the confirmation of a paid invoice – plus everything your automations send with the Send email action, and fixed emails without a template, for example to your staff when a shift time changes. The Automatic emails page shows all of this in one overview: occasion, recipient, timing and whether the email is currently on or off.
Open the overview
- In the left navigation, go to Settings.
- Open Automatic emails (right below Email templates).
The page is for viewing only. Whatever can be changed opens from the link in each row: Open template takes you to the matching email template, Open automation to the rule.
What each row shows
| Column | Meaning |
|---|---|
| Email and occasion | Name of the template or automation and when it is sent, e.g. “New inquiry via the booking page” |
| Recipient | Customer, employee, your team or a partner – for automations the contact of the trigger or a fixed address, for shared schedules and whiteboards the people it is shared with |
| When | Immediately, a number of days before the event starts or after it ends, or another schedule; for automations also the waiting time |
| Status | On, Off, Always on (cannot be switched off), Not customizable (fixed email without a template) or, for automations, Automation off |
The five sections
- Sent automatically – emails Univents sends on its own as soon as something happens (for example a new inquiry) or a point in time is reached (for example the reminder before the event).
- From your automations – every rule with the Send email action, with trigger, template, recipient and waiting time.
- Sent when you trigger them – emails that only go out when someone on your team does something, for example sends a quote or accepts an inquiry.
- Fixed emails without a template – emails Univents also sends on their occasion, but with fixed text: for example to your staff when a shift time changes or someone is removed from a shift, the briefing and messages to crew, a shared schedule, or the notice to ticket buyers when an order is refunded because the event sold out. There is no email template for these – they are marked Not customizable.
- Only via automations – templates without a built-in send. They only go out if you use them in an automation.
Warning: the same email might go out twice
At the top of the page you see a possible duplicate send notice when an active automation sends an email to your customer on the same occasion as an active email template. Example: the booking page already sends the confirmation for a new inquiry – and an automation with the New inquiry trigger sends its own email on top.
How to resolve the notice:
- If only the automation’s email should go out, open the template and switch it off under Email templates.
- If only the template should go out, open the automation and switch it off or remove the Send email action.
- If both emails are wanted (for example different content), you can leave the notice – it does not block anything.
There is no warning for automations that send to a fixed address (for example your kitchen) – that is a different recipient.
The booking page’s auto-reply and the inquiry confirmation count as one email here: only one of them goes out per inquiry (the auto-reply if it is switched on for the booking page, otherwise the confirmation). That is why you see at most one notice for them per automation.
The payment reminder only counts as an automatic email if Send payment reminders automatically is switched on in the dunning settings. If it is off, the overview shows Manual only – automatic payment reminder off and there is no duplicate-send notice for it.
Timing you can set
- Reminder before the event, thank-you and review request afterwards: under Settings → Status columns in Automated emails around the event. There you also switch these emails on or off as a whole – if that main switch is off, the overview shows Off – event emails switched off.
- Quote follow-up: per quote via the reminder in the document (default 14 and 30 days after sending).
- Dunning: via the dunning levels in the dunning settings.
- Automations: via the trigger (for example “Days before event start”) and the Wait step.
There is no separate timing yet for the emails sent when you accept or decline an inquiry, or for the quote email – these go out immediately. If you want to send them later, switch the template off and send the email through an automation with a Wait step instead.
Good to know
- If a template that can be switched off is off, an automation that sends exactly this template skips the send too. The overview then shows Template off – skipped.
- The Internal inquiry notification template goes out even when it is switched off – that is why the overview shows it as Always on.
- The AI assistant knows the same overview: ask it, for example, “Which emails go out for a new inquiry?”.