Limitation: Enrollee (User) Data Cannot Be Used in Email Templates

Summary

It is not possible to include the enrollee’s personal data (such as name, first name, last name, or email address) as placeholders in email templates.

While email templates support extensive customization and allow the use of placeholders from the SharePoint event list, user‑specific information related to the enrolled person is not available.

Details

Email templates can be customized using placeholders that reference columns from the associated SharePoint event list. For example, you can include:

• Event title

• Event date and time

• Location

• Description

• Any custom columns defined in the event list

These placeholders are resolved successfully when an email is sent.

 

However, placeholders related to the enrolled user are not supported. This includes (but is not limited to):

• First name

• Last name

• Display name

• Email address

• User profile or directory attributes

Reason for This Limitation

The app is designed to send the same email notification or invitation to multiple users at once, typically using BCC (blind carbon copy).

Because a single email can be delivered to several recipients simultaneously:

• There is no one‑to‑one relationship between the email instance and an individual recipient.

• User‑specific values cannot be safely or consistently resolved.

• Injecting personal data would lead to incorrect or mixed personalization.

To avoid incorrect personalization and data exposure, enrollee‑specific placeholders are therefore not supported by design.

What Is Supported

✅ Placeholders referencing event data stored in the SharePoint event list
✅ Custom static text and formatting
✅ Links, instructions, and general information applicable to all enrollees

What Is Not Supported

❌ Enrollee name (first name, last name, full name)
❌ Enrollee email address
❌ Any other user‑specific or profile‑based attributes

Recommended Workarounds

If individualized messaging is required, consider one of the following approaches:

• Use generic wording such as “Dear participant” or “Hello” instead of addressing users by name.

• Include instructions that apply equally to all recipients.

FAQ

Can this limitation be changed or configured?
No. This is a technical and architectural limitation of how emails are generated and sent.

Does this affect all email types (invitations, confirmations, reminders)?
Yes. The limitation applies to all emails generated by the app.

Can SharePoint user columns be used as placeholders?
No. Even if a column references a user, it cannot be resolved to enrollee‑specific data in email templates.