Email Manager and Registration Features of Jcal Pro 3

Last week we looked at how JCal Pro® 3 has integrated Twitter Bootstrap through Joomla 3 in order to provide a responsive, mobile first experience.

In this second post of the series on JCal Pro® 3 - the Joomla Calendar - we perform a detailed examination of an important administrative feature, configuring email notifications, and how this relates to managing registrations.

Make sure to read to the end for some great pointers on how notification emails can supercharge your marketing efforts.

The JCal Pro® 3 Email Manager provides extremely powerful and flexible calendar email notification system.

The Email Manager provides advanced features we are examining such as:

  • Context based notification
    • Emails are sent based on the status of registrations and event submissions
  • Permission based contexts
    • Emails are only sent if required, if a user has the rights to submit an event without requiring an approval, the moderators will not be notified and a submission confirmation will be received immediately
  • Multi-Lingual support
    • Emails can be translated into any language supported by the website so that users will receive calendar notifications in their preferred language.
  • Email Tags
    • Email tags are codes that are used to insert event parameters into emails, these can be default parameters such as the event title or date, but also any custom fields you may have created.
  • Calendar email user plugin
    • This plugin is installed by default and allows the administrator or user to disable calendar email notification in a user’s profile.
  • Joomla editor support
    • Jcal Pro utilizes your favorite joomla editor so that you can create amazing emails.

 jcal admin_email_manager_dashboard

Event context based calendar notification emails

JCal Pro® 3’s Email Manager introduced a level of flexibility for notifications never before seen in a Joomla Calendar email system before. Context-based email notifications are triggered based on registration and event submission status.

Example, the school BBQ

Contexts can be most easily explained with a simple example. Mrs Brady wants to organize a school BBQ fundraiser, the students will need to register beforehand and select the meal they want from custom fields Sandwich, Drink, Side. Before the event is posted on the calendar, Principal Randolph will have to approve the event.

  1. Mrs Brady submits the event in the “Warm Lunches” category.
    • Mrs Brady receives a notification email informing her that the event has been submitted to the moderators for approval (Context = Event Needs Approval)
    • Principal Rudolph receives a notification that an event has been submitted for approval (Context = Approve Event)
  2. Principal Rudolph clicks the link in the notification email to access the front end moderation and clicks the Approveicon.
    • Mrs Brady receives a notification that the event has been accepted (Context = Event Added)
  3. Marcia just can’t wait to have her warm lunch and immediately goes online and click the register button on the event, selecting Veggie Dog, Potato Salad and a Diet Cream Soda on the registration form
    • on submit Marcia receives a verification email ensuring that she has entered the correct contact information (Context = Registration Confirmation)
  4. Clicking the verification link in the registration confirmation email Marcia completing the registration process.
    • Mrs Brady receives a notification that a registration has been completed (Context = Registration Confirmed (Creator))
    • Marcia receives her email, and since the school is very organized the email can be printed for Marcia’s personalized meal tickets Context = Registration Confirmed (User)

jcal admin_email_manager_edit_lunch_confirmed lunch confirmed

There are 6 context or notification triggers available:

  1. Event Needs Approval (Admin) - event.user.approve
    • The user that submits an event that requires approval, will receive a notification that their event is queued for approval by the moderators.
  2. Approve Event (Admin) - event.admin.approve
    • If moderation is required for an event, this notification will be send to all users who have event moderation rights for the category in which the event has been submitted.
  3. Event Added (User) - event.user.added
    • Once the event has been approved (automatically or by a moderator), the user that has submitted the event with receive the notification that the event has been added.
  4. Registration Confirmation (User) - registration.confirm
    • This notification is sent to a user when they register for an event, in order to ensure that the contact information is correct and to reduce spam, a user must confirm the submission of their event registration.
  5. Registration Confirmed (User) - registration.confirmed
    • Once the event registration is confirmed by the registrant she receives a notification that the the registration has been confirmed
  6. Registration Confirmed (Creator) - registration.notify
    • Once the registration is confirmed, the creator of the event will receive a notification that a registration has been submitted

Permissions-based contexts

The calendar notification emails are only sent if actions required or confirmations are appropriate. It is important to understand the event or registration states in order to configure JCal Pro® calendar email notifications, by default the permissions are set conservatively to avoid spam.


Not Allowed




required to approve

No moderation

Registrant must
always confirm

Event Needs Approved (Admin) Yes No No
Approve Event (Admin) Yes No No
Event Added (User) Yes Yes No
Registration Confirmation (User) No No Yes
Registration Confirmed (User) No No Yes
Registration Confirmed (Creator) No No Yes


JCal Pro® 3 uses the Joomla ACL in order to manage the calendar permissions. Permissions can be set in each category, so there can be categories for which particular user groups may need their calendar events approved, in others they may be able to submit events without approval, while in yet other categories they will not be able to submit events at all.

As seen above, if a user belongs to a user group the does not have the event category auto-approve set to Allowed the moderation workflow is initiated. Users that have Moderation set to Allowed for that event category will receive a notification that an event has been queued for approval, once approved the event owner receives a notification that the event has been added.

Event Registration emails always follow the same notification workflow, the registrant must confirm their event registration submission to ensure that the contact information is correct (and it also reduces the risk of spammed submissions blocking registrations for events that have registration limits). Only once the submission has been approved will the event owner (the user that has submitted the event) receive a notification that a registration has been submitted.


In this post we looked at the Jcal Pro 3 Calendar notifications and how they relate to the registration and event submission workflows.

Remember, every contact with your visitors is an opportunity to market or educate. A registration confirmation email is a great opportunity for this. By registering for an event, the registrant has signalled a strong interest which can be further nurtured.

Effective notification emails can be an effective part of your inbound marketing strategy.

  1. Include a link to newsletter subscription
  2. Include your social account
  3. Put in instruction on how to subscribe to the calendar
  4. Advertise other upcoming events
  5. Request feedback

In the next post we will further explore the Jcal Pro 3 Email Manager including the use of Multi-Lingual Notifications, the use of Email Tags and the Calendar user email plugin. Our Seo and Marketing expert Jessica Dunbar has also prepared additional marketing info for next week’s post.

I hope this has provides some insight into the Jcal Pro 3 email notifications, let us know what you think.

Last modified on May152013
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