Event Reminder Emails

Introduction / Overview

Event Reminder Emails are automated emails sent to users who have an approved request for an event. They are designed to remind internal users about upcoming events they are responsible for or attending.

These emails are not sent to guests. Instead, they are intended as a user communication, allowing you to share important information with users ahead of an event.

Common use cases include:

• Reminding users to add guest details

• Highlighting important event information

• Setting expectations for what to prepare or bring

• Sharing guidance for hosting guests on the day

Event Reminder Emails are controlled through a combination of company-level defaults and category-level settings. This article explains how to prepare, enable, and manage them correctly.

Activation & Set-up

Before enabling Event Reminder Emails, the email content should be prepared.

Step 1: Prepare the Event Reminder email template

1. Go to Settings → Emails

2. Find the email template called Event Reminder (Scheduled)

3. Edit the subject and content to suit your requirements

4. Save the template by selecting Submit.

This template is used for all Event Reminder Emails and is sent to users with approved requests.

Tip: This is a good place to include instructions for hosts, reminders to add guest details, or key information users need to know before the event.

Step 2: Set the company default interval (optional)

1. Go to Settings → Preferences

2. Locate Default interval for event reminder emails (days before event). This can be found at the bottom of the Approval Settings heading.

3. Enter the number of days before the event that reminder emails should be sent by default

4. Save your changes by selecting Update now at the bottom of the screen. 

Important: This setting does not send emails by itself. It only defines the default timing used by categories.

Step 3: Enable Event Reminder Emails for a category

1. Go to Settings → Categories

2. Open the relevant category

3. Select Edit category

4. Enable the Event reminder emails checkbox 

5. Review the days before event value

6. Click Save / Update at the bottom of the page

Company-level vs category-level behaviour

• The company-level default interval is used when creating new categories.

• Each category has its own Event reminder emails setting.

• Whether an email is sent is determined only by the category checkbox.

What happens if the interval is set to zero?

• Setting the interval to 0 does not disable reminder emails.

• It means reminder emails are sent on the day of the event.

• This applies only to categories where Event Reminder Emails are enabled.

How to Stop Event Reminder Emails Temporarily

To stop Event Reminder Emails from being sent:

1. Go to Settings → Categories

2. Open the relevant category

3. Select Edit category

4. Disable the Event reminder emails checkbox

5. Click Save / Update

Once disabled, no reminder emails will be sent for that category, regardless of the company default interval.

FAQs

Q: Are Event Reminder Emails sent to guests?
A: No. They are only sent to users with approved requests.

Q: Which email template is used for Event Reminder Emails?
A: The Event Reminder (Scheduled) email template, found under Settings → Emails.

Q: Does changing the company default interval disable reminder emails?
A: No. It only changes the default timing. Emails are controlled by the category setting.

Q: Can different categories use different reminder timings?
A: Yes. Each category can have its own interval or inherit the company default.

Conclusion

Event Reminder Emails provide a dedicated way to communicate important information to users hosting or managing events, separate from guest communications. Preparing the Event Reminder (Scheduled) template first ensures users receive clear and helpful information.

Reminders are controlled at the category level and can be paused or re-enabled at any time. For further guidance, refer to the related articles above or contact support for assistance.