Editing and scheduling a reminder email

Edit the content and schedule of the reminder email in the advanced settings of your form. Below are tips on editing and programming it, and important notes about reminder emails.

Important notes about reminder emails

1. By default, a reminder email will be sent out to all supporters 7 days before the start date indicated on an event, raffle or other sales form. 
2. By default, a reminder email is scheduled to be sent 1 day before an auction close date
3. To edit the reminder email, your email must be validated and your bank account must be connected to Zeffy. 
4. The reminder email will only be sent out once. It will be sent the exact number of days before the start (or end date for auctions) that it is scheduled. If you are not seeing the option to edit the email, it is because it was sent out.  

How to edit your reminder email

1. Go to the "My forms" tab 
2. Click on your form to edit it 
3. Go to the “Advanced settings” section
4. To edit the reminder email, click "Edit email." To unschedule or change the number of days before the start date the email is sent, click "Edit schedule." Make sure you click "Save" at the bottom of the email after making your changes. Then click "Save" again at the top of the form creator. 
   
5. For tips on how to use our emailing tools, click here.

When will my reminder email be sent? 

The reminder will be sent out once, automatically at the exact start time of your event, the number of days before the event you have selected in the advanced settings here: 

Example: Your event is on January 10 at 5pm. The reminder is programmed to send 3 days before. It will send out automatically on January 7 at 5pm. 

Reminder e-mail customization tools: 

There are 4 e-mail variables to use in your reminder email: 

• First name : will auto-fill the person’s first name to personalize the email; 
• Last name: will auto-fill the person’s last name to personalize the email; 
• E-ticket: includes a link to the person's e-ticket(s) so they have them on hand;
• Date: The date and time selected in the general information section of your event will be populated here.

Buttons

• You can add a Call-to-Action (CTA) button. This is a button that will stand out in the email and prompt people to select it to be brought to an external link. You can either redirect people to another one of your forms or to a different custom link. 

Customization elements

• Add images to your email by clicking on the photo icon
• Add attachments to your email. This attachment cannot exceed 20MB
• Customize the text (font, color, size)

What to do if your reminder email was already sent out

If your reminder email has been sent, it cannot be configured to send out again automatically. If you go to the form's advanced settings and you only see the option to "View performance," that means the email was sent out.  

Here is how you can send out a second reminder to your participants: 

1. Go to the "My contacts" tab 
2. Apply the "form completed" filter and select your event form to obtain a list of all contacts who completed this form 
3. Select the contacts and click "New message"
4. Compose your email, or copy-paste the reminder email, or insert your reminder email template if you have one. (Read more about templates here) 
5. Send your email at the desired time. This email will be sent immediately, it cannot be programmed. 

Ideas of what to include in the reminder email

• Venue related information such as directions, parking and other important notes about accessing the venue; 
• Inform participants of any last minute changes or adjustments;
• A list of items your participants needs and dress code information; 
• If tickets are mandatory for entry, remind participants to have them handy and use the e-Ticket variable;
• If your event is outdoors, include information about the plan in case of bad weather;
• A big thank you to your supporters!