Emails and the check-in QR code

Vote4Dance sends a small, fixed set of emails around registration. There is no email template editor: every email goes out from noreply@vote4dance.com, with the sender name “‹event› via Vote4Dance” on registration emails, in the language the reader has chosen in the app, with the competition name as the heading. That can be any of the app’s eight languages (English, Swedish, Spanish, Finnish, Norwegian, Dutch, German or French), and the same goes for push notifications. A payment invitation to a club, which has no account language, goes out in the language of the club’s country, or in English when the app has no language for that country.

Emails a dancer receives automatically

A dancer gets one registration email per event, not one per class. Every email lists the dancer’s whole registration for the event as it stands — each class with the role or partners and the status — so the latest email is always the complete picture. An update highlights what changed and shows the previous status; a class that was cancelled or deleted stays in the list, crossed out.

When	Who gets it	What it says
A registration is created and lands on Preliminary or Approved	Every dancer on the registered team	The registration summary, sent at once.
An online payment is completed	Every dancer on the team	The summary, now as Approved. The person who paid also gets the card receipt link, and when a club paid, a link to the invoice made out to the club.
A manager changes the status to Approved, Rejected or Cancelled	Every dancer on the team	The summary with the change highlighted. Sent only if Send email on status change is ticked. Changes are gathered for about a minute, so approving several classes for the same dancer sends one email.
A dancer or club coach cancels a class from their registrations	Every dancer on the team	The summary with the class crossed out. If the class was paid, an About your payment note says that cancelling does not refund the payment and how to reach the organizer.
A manager sends payment invitations	The club, or the dancers, that pay later	Link to pay the outstanding registrations.

Every registration email also contains:

the dancer’s personal check-in QR code, as long as at least one class is still active;
when and where the event is, with calendar and map links;
How to pay, from the registration period’s payment note, while a manually paid registration is unpaid;
a button that opens the dancer’s registrations for this event on their account page;
a Questions? box: replies go to the competition’s contact email when one is set, a link to the event info when the event has a description, and a link to the registration guide. Use the event description for an FAQ; it is what the email links to.

Not sent: nothing goes out for Signed, nothing is sent when you run Update/import participants, and there is no reminder before the event. A team with no linked user accounts (a name-only entry) gets no email at all. The registration code is not shown in the emails.

Stripe no longer sends its own receipt for a registration paid by card, since the receipt link is in the registration email. Your connected Stripe account’s own setting for emailing customers about successful payments can still send one.

Send email on status change

The checkbox at the bottom of Registration → Registrations. It is ticked by default every time you open the page and it is not saved per competition. Untick it while you tidy up statuses in bulk and do not want dancers notified about every step; tick it again before the final approval so the QR codes go out.

Email participants

The Email participants button on the same tab sends a free-text message to the dancers of the ticked rows. It is greyed out until at least one row is ticked. Tick the header checkbox to select every row in the current filter.

You write a subject and a message. The email uses the standard Vote4Dance layout with the competition name as heading.
Recipients are hidden from each other (BCC). Replies are not delivered anywhere, so put a contact address in the message if you want answers.
The QR code is not attached to this email. Use it for practical information; use the status email for the QR code.
Each send is logged on the registration.

The check-in QR code

Every dancer with a user account has one personal QR code: their Vote4Dance ID. It is the same for every competition and never expires, so a dancer who has kept an older approval email can still use it.

How it reaches the dancer:

It is embedded in every registration email while the dancer has an active class. A couple receives two emails, each with that dancer’s own code.
The dancer also has it without the email: in the app under Profile → Vote4Dance ID, and on the website on their account page. Tell dancers to use that rather than digging out an old email.

What happens when it is scanned:

The code is meant to be scanned by check-in desk staff, using the phone camera on a device that is signed in to the Check-in app (as a user with the Check-in app, or as a Check-in station, see Users, apps and stations).
The desk sees the dancer’s photo and name, whether their registration admits them today, their organization check-in, any tickets on their account, and their registrations for the event with status and payment; start numbers are assigned and printed from there, and the person is marked Arrived. See At the door.
A dancer scanning their own code lands on a login page. The code identifies the dancer to the desk; it is not a ticket.

The QR code does not replace organization check-in. The club still confirms its roster; the QR code speeds up the desk.

Do not confuse it with the two other QR codes in the product: the registration poster QR on the Registration page (“Scan to register”, it opens the public registration form), and the station QR that connects a shared device.

How to test the emails

The test environment sends real emails the same way as the live site, so you can test end-to-end with your own address:

Create a test dancer with an email address you can read, and register them for a competition on the test site.
Open Manager → Competition → Registration → Registrations, change the filter to show the registration, and make sure Send email on status change is ticked.
Set the status to Approved. The email with the QR code arrives a minute or two later.
To test the desk side, open the Check-in app on the test site and scan the code — with the Scan button in the app, the phone camera, or by opening the link the code contains.

If no email arrives, check the dancer’s account has an email address, and look in spam. Emails come from noreply@vote4dance.com. A status change is sent about a minute after the last change to that dancer.