Topic:

I wanted to send my attendees an email to remind them that they’re signed up for my Event. How does the reminder email system work?

Solution:

A reminder email is just that - an email that reminds your attendees that they are currently registered for a particular event. You can set up your Event to send a reminder email to all attendees, just certain Registrant Types, those with an outstanding balance, and so on, and the emails can be sent at a date/time you specify or at a specified interval such as a certain number of days/hours before the start of your event. Additionally, you can create a number of separate reminder emails, each of which can be sent just to those registrants that you specify.

The simplest way to send a reminder email to your attendees is to enable the default reminder email for your event. When enabled, all registrants receive the same email at the interval/time you specify.

To enable the default reminder email for all registrants:

1. Edit your event and click on the Emails tab.
2. In the New Registrations section, select the checkbox titled Schedule a reminder email for the registrant
3. Click on the link to open the Reminder Email content.
4. Click the Edit button to modify the content.
   • You can also Preview the email as it would look to registrants. Fake registrant data will be merged into the preview mode.
   • To test the email simply enter your email address and click the click the Test Email button to send a copy of this email to yourself (or another email address if desired).
5. Save your changes.

To create multiple reminder or follow-up emails for different types of registrants:

If you are using different Registrant Types in your event and want to send them unique reminder emails, then you can use the Reminder & Follow-up Email feature to set this up. Be sure to disable the standard reminder email on the Emails tab in your Event setup.

1. Locate and select your event. The event will be highlighted in blue.
2. On the Functions tab of the dashboard, click the Reminder and Follow-Up Emails link. The Email Reminders window opens.
3. Click the link to Create a New Reminder. The Edit Reminder/Follow-Up Email window opens.
   • Alternately, you can click the Copy icon to make a copy of an existing reminder/follow-up email, and then modify the copy using the steps below.
4. Make the following entries:
   • Recipients section - Select the Registrant Type that is to receive this reminder email.
     • To select more than one Registrant Type, select the Custom Selection option from the dropdown list. A box opens to the right where you can select the checkboxes for each type.
     • You can also use the fields in this section to send this email only to those registrants who paid for their registration using a certain method, have a certain registration status, and/or have an outstanding balance on their registration.
   • Schedule section - Select whether you want to send this reminder/follow-up email at a certain Interval (such as a certain number of days/hours before/after your event start date or end date), or at an Exact Date/Time.
     • If you want to send this email using the Interval option, you will need to confirm that you have a Start Date (or End Date) specified for your event.
   • Content section - Enter the email address and name this email to display in the From field for the recipient, check the Subject line and click the Edit button to modify the email content
     • You can also Preview the email as it would look to registrants. Fake registrant data will be merged into the preview mode.
     • To test the email simply enter your email address and click the click the Test Email button to send a copy of this email to yourself (or another email address if desired).
5. Save your changes when finished.

Additional Information:

• You can use the steps outlined above to create a follow-up email for your event. In step 3, select the Interval option, and then enter the number of months/days/hours After Event End Date to send this email (be sure that you have specified an End Date in the General tab for your event). You can use this functionality to thank your attendees, send notices of other related events, and so on.
  
  
• Note about Agenda Item reminders: You can also add additional information to the bottom of the reminder email based on selections a registrant makes on the Agenda page. If you have set up an append to the reminder email for one or more individual Agenda Items, then a reminder email with these appends (additions) will only be sent to registrants if you have enabled the general reminder emails for the event. If there is no start date for your event, then a reminder email will still be sent based on the start date of the Agenda Item that the append(s) was created for.
  
  
• Reminder Emails will be sent from your event if the event status is set to one of the following:

• Testing
• Active
• Onsite
• Sold-out
• Update Only

• Reminder Emails will not be sent to registrants if they are over 24 hours late or if the email is scheduled to go out prior to the event start date and that date has already passed. This only applies to Reminder emails being sent based on the Event End Date interval.

Related Links:

• How do I modify the reminder email my attendees receive?
• How do I include agenda item information in the Confirmation or Reminder email?
• How do I send my attendees a copy of their complete agenda as a PDF?
• How do I apply the event theme to my event emails?
• What are the various event statuses, and which one should I use?
• What are registrant types, and how do I add a new one to my event?
  

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