Editing and scheduling a reminder email

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

Here's how to edit the reminder email for a cloned campaign:

Step-by-step instructions:

1. Go to Campaigns in the left-hand menu

2. Click the Edit to the right of your cloned event

3. Go to the "Automated Emails" tab

4. Open both "Reminder email" to update the reminder email content 

For tips on how to use our other emailing tools, click here.

When will my reminder email be sent? 

The reminder will be sent out twice, automatically 7 days before and 1 days before the exact start time of your event, the number of days before the event you have selected here: 

⚠️ If you do not program an event date in the "date and time" section on the "General information" page, it will not be possible to configure a reminder email. 

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 campaigns tab 

2. Click on the three dots to the right of your event and click on "Manage event"

3. Go to the "Guest list" tab

4. Select all contacts using the checkbox at the top of the guest names and click the "New message" button that appears. 
   

   

5. Compose your email, or copy-paste the reminder email, or insert your reminder email template if you have one. (Read more about templates here) 

6. Send your email immediately or at the desired time. 

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! 

Is it possible to send multiple reminder emails? 

We do currently offer the option to send 2 reminder emails. 

If you'd like to send out more, we recommend using our emailing tools to send multiple reminder emails. Here is a guide to assist you with this process.