> For the complete documentation index, see [llms.txt](https://eventx-hq.gitbook.io/knowledge-base/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://eventx-hq.gitbook.io/knowledge-base/outreach-channel/email-campaigns/email-trigger.md).
# Email Trigger
Email Trigger allows manual emails to be sent automatically based on attendee actions or a scheduled time. Instead of manually clicking Send, you configure when the email should fire and EventX delivers it to the matching attendees at the right moment.
## For Organizers
### Accessing the Trigger Configuration
Trigger configuration is part of the Manual Email editor. It appears below the recipient selection section.
1. Go to your event.
2. Click **Outreach** in the left sidebar.
3. Under **Email**, open an existing manual email or create a new one.
4. Scroll down to the **Trigger Type** section.
### Trigger Types
Three options are available:
* **None** — No trigger. The email behaves as a standard manual email. You select recipients and send manually using the Schedule & Send button. This is the default for new and existing emails.
* **Activity Based** — The email fires automatically when a specified attendee event occurs. You select which activities trigger the email.
* **Time Based** — The email fires at a scheduled date and time you specify.
**Note:** Once a trigger type is selected and saved, it cannot be changed. You must delete the email and create a new one to switch trigger types.
### Configuring an Activity Based Trigger
1. Select **Activity Based** as the trigger type.
2. Check one or more activities from the multi-select dropdown. The available activities are:
* **Attendee Registered** — Fires when an attendee completes registration.
* **Attendee Checked-In** — Fires when an attendee checks in at the event.
* **Attendee RSVP Confirmed** — Fires when an attendee confirms their RSVP.
* **Attendee Approved** — Fires when an attendee is approved (for approval-based events).
* **Ticket Purchased** — Fires when an attendee purchases a ticket.
3. Any combination of activities can be enabled. Deselecting all activities makes the trigger **Inactive**.
**Note:** For activity-triggered emails, the recipient selection is hidden. Recipients are determined automatically based on which attendee triggered the event — the email is sent only to that attendee.
### Configuring a Time Based Trigger
1. Select **Time Based** as the trigger type.
2. Set the **Schedule** — the date and time when the email should be sent.
3. Set the **Timezone** — the timezone for the scheduled time.
For time-triggered emails, you must also configure recipient filters to define who receives the email, just like a standard manual email.
### Trigger Status
The trigger status is displayed on the email list and determines whether the email is actively monitoring for events:
| Status | Meaning |
| ------------ | -------------------------------------------------------------------------------------------------------------- |
| **Active** | At least one activity rule is enabled, or a time schedule is set. The email will fire when conditions are met. |
| **Inactive** | Rules exist but none are enabled. The email is saved but will not fire. |
| **Draft** | The email is a work-in-progress with no trigger rules configured. |
### Saving and Activating
Click **Save** to persist your trigger configuration. The email's status updates automatically:
* If at least one activity rule is enabled, the status becomes **Active**.
* If all activity rules are disabled, the status becomes **Inactive**.
* For time-based triggers, the status becomes **Active** once a schedule is set.
For activity-triggered emails, the **Schedule & Send** button is disabled and replaced with a tooltip: "Schedule & Send is not available for activity trigger emails."
### Copying a Trigger Email
When you duplicate a manual email that has a trigger configured, the trigger rules are copied but **all rules are disabled**. This prevents the copy from unexpectedly firing emails. You can edit the copy and re-enable the rules when ready.
### Editing a Trigger Email
Active and inactive trigger emails remain editable. You can update the email template, subject line, and sender details without affecting the trigger status. The trigger status is only updated when you modify the trigger rules themselves.
## How It Works
1. When an attendee performs an action (e.g., registers, checks in), EventX checks if there are any **Active** activity-triggered emails for that event with a matching rule.
2. If a matching trigger is found, the email is composed with the attendee's merge tags and delivered to that attendee.
3. Each triggered email send consumes **1 email credit** from the event's credit balance. Duplicate sends to the same attendee are prevented.
Time-based triggers follow a similar flow but fire based on the scheduled time rather than an attendee action.
Activity triggers are evaluated in the background and do not block the attendee's action. The email is delivered asynchronously.
## Remarks
1. Only one trigger type can be configured per email. You cannot mix activity and time triggers on the same email.
2. The trigger type cannot be changed after the email is saved. To switch from Activity to Time (or vice versa), create a new email.
3. Each triggered email counts as one email credit. Ensure sufficient credits are available before activating triggers.
4. Activity-triggered emails send to the attendee who performed the action. The same attendee will not receive the same email multiple times for repeating the same action.
5. Time-triggered emails require recipient filters. Without filters, the email has no recipients and will not fire.
6. Copied trigger emails have all rules disabled by default to prevent unintended sends.
7. Trigger configuration is per email. There is no event-wide or global trigger management.
## Limitation
1. Activity-triggered emails are sent to one attendee at a time (the attendee who triggered the event). Bulk recipients are not supported for activity triggers.
2. Time-based trigger dispatch is not yet available. The time trigger configuration can be saved but automatic scheduling has not been implemented.
3. Once a trigger type is saved, it cannot be changed. You must delete the email and create a new one.
4. There is no trigger history log to see which attendees received a triggered email and when.
5. Trigger rules cannot be temporarily paused — you must disable all rules (set to Inactive) to stop the email from firing.
6. Attachments (calendar file, check-in QR code) are not supported for triggered emails as they are attached during manual scheduling.
## Related Articles
* [Broadcast - Email](https://eventx-hq.gitbook.io/knowledge-base/outreach-channel/email-campaigns/broadcast-email)
* [Email Templates](https://eventx-hq.gitbook.io/knowledge-base/outreach-channel/email-campaigns/email-templates)
* [Merge Tag](https://eventx-hq.gitbook.io/knowledge-base/outreach-channel/email-configuration-and-deliverability/merge-tag)