Using the Email designer

Create beautiful, professional emails without any coding – drag, drop, and customize to match your brand.

The Email Designer is where you bring your email templates to life. It allows you to create beautiful, professional emails without any coding or design experience.

When you create a new email template and select Email Builder, the designer opens automatically with a sample design already in place. This gives you a head start — you don't have to start from scratch. The sample includes:

A header area
Text blocks
A QR code placeholder (which will display the guest's unique QR code as an image in the email)
A footer section

All you need to do is customize the content to match your event and brand.

Opening the Email Designer

Go to Manage Templates → Emails.
Click Create New Template or open an existing draft template.
Fill in the basic settings (sender, subject, etc.).
If you selected Email Builder, the designer will open automatically.

What you can do in the Email Designer

Edit content

Click on any text block, image, or button to edit it. You can:

Change text, fonts, and colors
Upload your own logo and images
Add or remove sections (headers, footers, image galleries, buttons, social media links)
Adjust spacing and alignment

Add guest placeholders

Placeholders pull guest-specific data directly into your email. They work for default fields and any custom fields you have created.

You want to show...	Use this placeholder
Guest's first name	`[Guest](First Name)`
Guest's last name	`[Guest](Last Name)`
Guest's email	`[Guest](Email)`
Any custom field	`[Guest](Your Custom Field Name)`
QR code	`[QR](Email)` – this displays the guest's unique QR code as an image using the Email address.

Example: If you have a custom field called "Job Title," use [Guest](Job Title) to show the guest's Job Title.

Add a QR code

The QR code placeholder [QR](Email) is special. When the email is sent to a guest, Check-in Pax automatically generates a unique QR code for that guest and displays it as an image right inside the email. Guests can simply show this code on their phone to check in.

Note: You do not have to use the email address. Using the system generared guest id [QR](Guest ID) or your own unique value e.g. [QR](Custom Field)to generate the QR code works the same way.

Preview your design

While designing, you can see how your email will look before sending it to real guests. Use the View email as dropdown to preview the email as a specific guest — this will show you how placeholders are filled in with real data.

The system will warn you if you select a guest that does not have any value for the QR code assigned. In our case this will be a guest with an empty email field.

Testing your email

Before you activate and send your template to hundreds of guests, you should test it.

Click the Send Test button at the top of the designer.
Enter one or more email addresses (e.g., your own email or a team member's).
You can select a random guest in your guest to receive this guest's email. The guest will not receive this test email.
Click Send Test Email(s).

You will receive a real email exactly as the guest would see it. Check that:

All placeholders are working correctly
The QR code appears as an image
Links and buttons work
The design looks good on both desktop and mobile

Activating your template

Once you are happy with your design and have tested it thoroughly, you need to activate the template before it can be used to send emails to guests.

Click the Activate button at the top of the designer.

Important note: Once a template is activated, you can no longer edit it. This protects your email content from accidental changes after guests have started receiving it.

What if you forgot something after activating?

Don't worry.

Copy the template. This creates a new draft version based on the activated template. You can edit the copy, make your changes, and activate the new version.
Archive the old template. Once your new version is active, archive the old one to keep your template list clean.

For more details, see Archiving and deleting email templates and Copying email templates.

Quick reference

Button	What it does
Send Test	Sends a real email to your test address(es)
View email as	Previews the email as a specific guest (shows real placeholder data)
View Placeholder	Shows the fill list of available data fields as placeholders. These will be replaced with guest data
Activate	Makes the template ready for sending (no further edits allowed)
Edit Template	Returns you to the basic settings (sender, subject, etc.). This is only possible while the template is in draft mode.

Pro tips

Test on multiple devices. Send test emails to your phone and your computer to see how the design adapts to different screen sizes.
Use custom fields wisely. Placeholders like [Guest](Table) can help you communicate details with guests, but only if the data is final.
Keep QR codes visible. Make sure the QR code placeholder is large enough and placed somewhere prominent — your team will need to scan it at the door.
Activate when ready. Once activated, you cannot edit it anymore. Send a final test email right before activating to be absolutely sure.

Creating new email templates
Copying email templates
Adding guest placeholders
Adding QR Codes
Testing emails and viewing as guest
Activating, sending, and scheduling emails
Archiving and deleting email templates