Caz Event Manager Pro provides event-related email communications to help keep customers and event organisers informed throughout the booking process.

Communication is integrated with the event and WooCommerce booking system, allowing important event information to be sent using the customer’s booking details.

The communication workflow can include:

Booking → Confirmation → Event Updates → Cancellation → Waitlist Notification

Why Event Communications Matter

Event bookings are different from ordinary WooCommerce product purchases.

A customer needs to know:

• What event they booked
• When it takes place
• Where it takes place
• How many places they purchased
• What to do if the booking changes
• How to access their event ticket

Caz Event Manager provides event-specific communication tools so this information can be presented clearly to customers.

Configuring Event Emails

Event communication settings are available from:

Caz Events → Settings → Email

The Email settings provide the configuration for the event-related messages used by Caz Event Manager.

The settings can include:

• Sender name
• Sender email address
• Cancellation email
• Waitlist notification email
• Administrator notification email

This allows the event organiser to control how Caz Event Manager communications are presented.

Sender Name

The sender name identifies who the customer sees as the sender of an event email.

For example:

Caz Mosaic Creations

Using a recognisable sender name makes it easier for customers to identify legitimate event communications.

Sender Email Address

The sender email address is the address used for event communications.

It is recommended that the address is associated with the website or business running the event.

For example:

workshops@example.com

Using a consistent business email address helps customers recognise event communications.

Booking Confirmation

A successful event booking can result in event-specific confirmation information being sent to the customer.

The communication can contain important booking information such as:

• Customer name
• Event name
• Event date
• Event time
• Event location
• Booking information
• Order information
• Event ticket information

The exact content depends on the configured email template and booking process.

Event Information in Emails

Caz Event Manager supports placeholders that allow event information to be inserted into email messages automatically.

Examples include:

{first_name}

Customer’s first name.

{event_title}

Name of the event.

{event_date}

Event date and scheduled event information.

{event_venue}

Event location.

{booking_url}

Link associated with the customer’s booking or ticket information.

{site_name}

Website name.

Using placeholders means organisers do not need to manually type the customer’s name or event information into every message.

Personalised Event Emails

For example, an email template can use:

Hello {first_name},

to produce a message addressed to the customer by name.

The event title can similarly be inserted using:

{event_title}

This allows the same template to be used for multiple events.

Cancellation Communications

Caz Event Manager provides a cancellation email for communicating with customers when a booking is cancelled.

The cancellation communication can include information such as:

• Customer name
• Event name
• Event date
• Refund amount
• Booking information
• Website information

A cancellation email can be particularly useful when a booking is cancelled and the customer needs confirmation of what has happened.

Refund Information

The cancellation communication can include:

{refund_amount}

This allows the customer to be informed of the refund amount associated with the cancellation.

The actual payment/refund processing remains part of WooCommerce and the configured payment gateway.

Caz Event Manager’s communication confirms the event-management action; it does not replace the payment gateway’s refund process.

Waitlist Communications

Caz Event Manager includes waitlist functionality for events that reach capacity.

When a customer joins the waitlist, their contact information can be retained for that event.

When a place becomes available, event staff can notify the relevant waitlisted customer.

The waitlist notification email can be configured from:

Caz Events → Settings → Email

Waitlist Notification

A waitlist notification can tell the customer that a place has become available.

The communication can contain information such as:

• Customer name
• Event name
• Event date
• Event location
• Booking link
• Instructions for completing the booking

The customer can then return to the event booking page and complete the booking if the place is still available.

Administrator Notifications

Caz Event Manager can also provide event-related notifications to the event organiser.

An administrator notification can provide information about a new event booking, including details such as:

• Event name
• Customer name
• Customer email
• Customer phone
• Number of places
• Order number
• Order total

This gives the organiser visibility of new bookings without requiring them to constantly monitor the website.

Communication and WooCommerce

Caz Event Manager communications work alongside WooCommerce rather than replacing WooCommerce’s normal order emails.

WooCommerce remains responsible for standard store communications such as:

• Order confirmation
• Payment information
• Order status
• Customer order information

Caz Event Manager adds event-specific communication where event information is required.

The relationship is:

WooCommerce

Handles the transaction.

↓

Caz Event Manager

Handles event-specific information.

↓

Customer

Receives the appropriate booking/event communication.

Email Placeholders

Using placeholders makes the communication system reusable across multiple events.

Common placeholders include:

Placeholder	Purpose
{first_name}	Customer first name
{event_title}	Event name
{event_date}	Event date/time information
{event_venue}	Event location
{booking_url}	Booking or ticket link
{refund_amount}	Refund amount
{site_name}	Website name

The exact available placeholders depend on the email being configured.

Example Booking Communication

A typical event booking communication might communicate:

Hello Jane,

Your booking for Beginner Mosaic Workshop has been received.

Date: 15 November 2026
Time: 10:00 AM – 1:00 PM
Venue: Cazgrae Studio

Your event ticket and booking information are available through your booking details.

This type of message gives the customer the information they need without requiring the organiser to manually create a separate email for every booking.

Example Cancellation Communication

A cancellation communication might tell the customer:

Hello Jane,

Your booking for Beginner Mosaic Workshop has been cancelled.

The cancellation information includes the relevant event details and refund information.

The exact message can be customised through the Caz Event Manager email settings.

Example Waitlist Communication

A waitlist notification can inform a customer:

A place has become available

for the event they previously joined the waitlist for.

The message can provide a booking link so the customer can return to the website and attempt to secure the available place.

Because waitlist places can be limited, customers should complete the booking promptly.

Customising Communication

Event email templates should be written in the tone appropriate for the business.

For example, a creative workshop business may want communications to feel friendly and welcoming, while a professional training organisation may prefer a more formal style.

The important event information should remain clear:

• What was booked
• When it is happening
• Where it is happening
• What the customer needs to do next

Communication Before an Event

Event-specific communication can be used alongside the normal WooCommerce order process.

For example, customers may receive booking information when they purchase their place and then use the supplied booking or ticket information when attending.

For additional reminders, organisers can use their normal customer communication or marketing systems where appropriate.

Caz Event Manager’s core communication features are focused on event-related booking and operational messages.

Communication During Cancellations

If an event or booking needs to be cancelled, communication is particularly important.

Customers should receive clear information about:

• What has been cancelled
• Which event is affected
• What happens to their booking
• Any applicable refund
• What they should do next

Caz Event Manager’s cancellation email provides a structured way to communicate the cancellation.

Communication and QR Tickets

Event communication can also provide customers with access to their event ticket and QR code.

The QR code is then used at the venue for event-day check-in.

The complete customer journey is:

Book Event

↓

Receive Booking Communication

↓

Receive/Access QR Ticket

↓

Arrive at Event

↓

Present QR Code

↓

Check In

Communication and Staff

Event staff do not need to manually send booking information to every customer.

The booking and communication system handles the event information associated with the customer’s booking.

Staff can then concentrate on event-day tasks such as:

• Attendee management
• QR scanning
• Check-in
• Customer assistance

Communication Checklist

Before launching an event, check:

• Sender name is correct.
• Sender email address is correct.
• Booking communication is configured.
• Cancellation email is configured.
• Waitlist notification is configured if waitlists are being used.
• Administrator notifications are configured where required.
• Placeholders are correctly written.
• Booking links work.
• Event information displays correctly.
• A test booking has been completed.
• Test emails have been checked.

Event Communication Workflow

The Caz Event Manager communication system can be summarised as:

Customer Books

↓

WooCommerce Processes Order

↓

Caz Event Manager Identifies Event Booking

↓

Customer Receives Event Information

↓

QR Ticket Can Be Used for Check-In

↓

Cancellation or Waitlist Communications Can Be Sent When Required

This keeps event-related communication connected to the booking system.

Summary

Caz Event Manager Pro provides event-specific communication tools alongside WooCommerce.

Organisers can configure sender details, cancellation communications, waitlist notifications and administrator notifications.

Event information can be inserted automatically using placeholders such as:

{first_name}
{event_title}
{event_date}
{event_venue}
{booking_url}
{refund_amount}
{site_name}

This allows reusable communication templates to work across multiple events.

Combined with WooCommerce bookings, QR tickets, attendee management and check-in, the communication system helps maintain a consistent customer journey from:

Booking → Confirmation → Ticket → Event → Check-In → Cancellation/Waitlist where required.