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Can I create email tokens based on my custom registration fields?

Email tokens are a great way to easily include various components of your webinar into your email using a shortcut method.

Create custom registration fields as custom email tokens to include into your emails. This way, during your registration, if an attendee answers a question to that custom registration field, they would receive an email that includes their answer. 

For example, if an attendee expressed interest in a registration field about a specific topic, that answer would reflect in their emails (registration confirmation, reminder, etc.) as a reminder of what their interest was for your event. It helps to keep the attendee engaged before the event and gives insight into what your audience is most interested in hearing about. 

New as of January 2024: 

You can now customize the date & time zone in your registration confirmation emails. Details on how to further customize your registration confirmation emails below

New as of June 2023:

1. You can now include your Venue Name & Location as an email token, which will be available at the Series level for all emails. Details on how to add these new tokens is below.

2. You can now include a QR code in your emails using a token. Details on how to add a QR code below.

Learn more about how to use custom email tokens below. 


How to Create a Custom Token from a Custom Registration Field

Note: Custom Email Tokens are only applicable to: Registration Confirmation, Recording Published, Post Webinar, Feedback Survey and General Emails.


First things first, you will need to create a custom registration field. To review the steps, click here


1. On the Custom Registration Fields page, click Add Field

2. Enter in your registration fields: title, response type, default value

3. Scroll down and click Create email token from response. A separate text box will populate below to enter in the custom registration field’s email token name. 


Note: Only numbers, letters, and underscores are allowed in the token name. 

4. Click Save Field


Afterwards, go to your Emails & Invitation page. (Review how to create and customize event emails here).  Click on any email, and go to the email’s Email Content. When you scroll to the bottom, your custom token will appear to utilize within your email’s message. 

In the screenshot below, I created a custom registration field titled “Tell us what you are interested in learning about during this event.” My registrant entered, “BigMarker,” and in my email I wrote “You’ve shown interest in {custom-token-interests}” (the token name). This is what the registrant received: 

How to Add Venue Name & Location Tokens to Your Emails

1. First, you need to add a Venue to your event by navigating to your Event Setup page and then clicking on Mobile App in the lefthand navigation menu. At the top, you'll then click on Venues. From here, you'll be able to add your venue(s). 

2. On this screen, you can add your Venue name, the location, upload a map of the venue and add any named conference rooms your event is utilizing. 

3.  Once you've clicked Save & Exit, you'll see that your venue(s) are listed in the order they were added. You can use the three dots to the right to edit or delete a venue at any time. 

4. Now that you've added your venue(s), the tokens for both the venue and the corresponding location will auto-populate in the tokens menu when you create an email at the series level. In the example below, you'll notice that the three venues I added above are appearing at the bottom of my tokens list, starting with {1st-venue-name}, which corresponds to the United Center. 

5. You can now add these tokens to your email. You'll see I've added the tokens under Series Details > Fields. The Venue Location and Venue Address have been added to the email, per the implemented tokens.  

How to Add a Custom QR Code to your Emails

Note: This feature is only available for Virtual Event plan holders

1. First, you need to add a QR code to your event by navigating to your Event Setup page and then clicking on Mobile App in the lefthand navigation menu. At the top, you'll then click on Mobile Event App. From here, you'll be able to add or generate your QR code. 

Ensure Mobile App On is toggled on. 

2. Further down the page, under QR Code Value, you'll need to select whether you'll be using a BigMarker generated QR code, or an external QR code. Simply check the box that applies to your needs. You'll see I've selected BigMarker QR Code.


3. Add your app links at the bottom of the page to generate your QR code. Once the QR code has been created, the token will auto-populate in your Emails & Invitations section. The QR code is also available if you only have the Scanner App turned on, but just using that will always use the default BM QR code

4. Now, you are ready to include your desired QR code in your emails. When creating an email, you'll see in the Tokens section that the QR code you added has auto-generated and is ready for use as a URL in the body of your email. 

Further Customize Your Registration Confirmation Emails 

Previously, the date and time that was used in the email was always going to show in the timezone the webinar was taking place in. If the webinar is taking place in Central time, the original token would pull in Central timezone for every single email, regardless of the registrant's geographical location. 

With the addition of these three new timezone tokens, you can customize the time that gets pulled into the email to be specific to each registrant's timezone. If there is someone in London registering for your webinar, happening in Central Standard Time, the information in their registration confirmation email will show the webinar time in their geographical location at the time of registration, which is London. 

Screen Shot 2024-01-30 at 2.47.35 PM

Something to note is that these tokens are only available and applicable in the registration confirmation emails, and for attendees that are registering themselves individually, not for attendees added by presenters and admins.