Help center / Marketing & communications

Schedule an email

Set an email to send relative to your event date, or at a specific moment, and cancel it if plans change.

Who can do thisowneradmin

Scheduling sets an email to go out on its own, so your reminders do not depend on someone remembering.

Steps

Open Email editor and create a scheduled email.
Pick a template.
Choose the trigger:- Days before start- Day of event- Days after end- A specific date and time
Set the audience filters, as for a campaign.
Scheduled email panel with the trigger options and audience filters
Save.

View scheduled emails lists what is queued, and each can be cancelled.

A schedule that works

7 days before — know before you go: venue, doors open, what to bring, their QR code is in their confirmation.
1 day before — short reminder. Doors open time and address, two lines.
Day of event — final details, or a "we are open" note.
1 day after — thank you, slides, feedback request.

Four emails covering the whole arc, all set up weeks ahead.

The send time is fixed when you schedule

Worth understanding: the moment is calculated when you set it up.

If you later change your event dates, already-scheduled emails do not move with them. Check your scheduled list after any date change, cancel what is now wrong, and schedule it again.

Cancel rather than let it go out

Anything scheduled will send unless you cancel it. Two situations where that catches people:

The event is postponed. Every scheduled reminder still fires on the old dates. Cancel them all immediately.

The event is cancelled. Same, and worse — a cheerful "see you tomorrow" to an audience you have just told the event is off.

Make checking the scheduled list part of any change to your event.

What happens next

Scheduled emails send automatically, to whoever matches the audience filters at send time — so someone who registers after you scheduled it still receives it.

Delivery appears in each attendee's email history.

Common problems

It did not send. Check it was not cancelled, and that the audience filter matched anyone.

It sent to fewer people than expected. The audience is evaluated at send time. Check the filters.

It sent at the wrong time. Triggers are relative to your event dates. If those changed after scheduling, the timing is stale.

You cannot cancel one. Emails already sent cannot be recalled.

You want to change a scheduled email's content. Editing the template changes what goes out, since the template is read at send time.