Automatic email reminder for booked events

If automatic reminder emails have been enabled by your Internet administration, emails can be configured for bookable events that are sent to all registered users one or more days before the event begins. Waiting list candidates and cancellations do not receive the email. Optionally, an individual email subject and email text can be configured for reminder emails.

Activation in the event configuration

A reminder email is activated in the event configuration via two form fields in the “Bookability” tab, “Reminder email” section:

• Shipping (days before event start). In this form field, specify how many days before the event start the email should be sent. If an entry is made here, a reminder email with standard text is activated. Removing this entry deactivates the reminder email again.
• Additional note. In this form field, you can optionally enter a note that will be included in the text of the reminder email. This can be used, for example, to inform participants of a last-minute change to the meeting point.

Custom texts in form configuration

Optionally, instead of the standard reminder email, you can specify a custom email text and subject in the form configuration, similar to the confirmation email. The details can be found on the “Email Configuration” tab in the “Emails to the User” section.

The following macros can be used in the Reminder email: Subject and Reminder email: Text form fields:

• %(content.Title) for the title of the event
• %(event.time) for the start date of the event
• %(event.note) for the optional note for the event
• %(event.type) for the optional type/number of the event
• %(reminder.interval) for the number of days until the start of the event, as specified in the individual event configuration
• %(reminder.note) for the additional note from the individual event configuration

Below is an example of how to use macros in the email text and subject line.

Reminder email: Subject

[Reminder] Your registration for %(content.Title) %(event.note) (%(event.time))

Reminder email: Text

Dear participant,
You have registered for the following event: %(content.Title) %(event.note).
The event will begin in %(reminder.interval) days on %(event.time).
%(reminder.note)
Thank you for your interest in this event.

Shipping information

The exact time at which reminder emails are sent to participants is determined globally by your Internet administration. As a rule, emails are sent in the early morning hours.

If, for technical reasons, it is not possible to send the emails on the configured day, attempts will be made to send the emails on the following days until the sending is successful. Successful sending is noted in the system so that reminder emails are not sent twice.

If a participant from the waiting list moves up shortly before the event begins, the reminder email is also sent to the participant who has moved up. Example:

• In the event configuration, a dispatch “three days before the start of the event” is defined.
• Two days before the start of the event, a participant from the waiting list moves up.
• A reminder email is sent to the participant who has moved up one day before the event begins.

Once the day of the event has arrived, no more reminder emails are sent.