Schedule emails to send to attendees automatically, timed relative to the event date. There are two send types, and the setup path depends on whether the event is single-date or recurring.
Requirements: An event with at least one date. A venue with a time zone — send times are derived from it.
Types of scheduled emails
- Reminder — sent before the event, with tickets attached (optional).
- Thank you — sent after the event.
Single-date events
For a one-off event, set up the email directly as a campaign.
- Go to Campaigns and click Add.
- Choose Reminder campaign or Thank you campaign.
- Set the send time relative to the event date.
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Upload your email template.
The campaign targets attendees for that event.
Recurring or multi-date events
For an event with multiple dates, use Scheduled emails instead of adding campaigns one by one. You configure the timing once and it generates a campaign for every date.
- Open the event and click Manage in backend.
- Go to Design and Setup → Scheduled emails.
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Add a reminder or thank you email with relative timing — for example, 24 hours before start, 1 hour before start, or after end.
A campaign is created per date, with the absolute send time derived from each date’s start or end time.
To confirm it worked, go to Campaigns. You’ll see one auto-generated campaign per date.
Email variables
Campaign emails use a collection-based variable format:
To access a single item — for example, when there is one event per campaign:
This syntax differs from per-ticket template dot notation like ``. Mixing the two causes variables to render as literal text. To check your template, use Send test with an account that has matching tickets.
Sending from your own domain
By default, emails send from the Guest Manager address. To send from your own domain instead, see Custom sender email (DKIM/SPF).
Related articles
- Multiple events — add several dates or a repeating schedule to one event.
- Email campaigns and notifications — the broader campaign and notification system.
- Custom sender email (DKIM/SPF) — send from your own domain.
FAQ
Do scheduled emails apply to every event in my account?
No. Scheduled emails apply to all dates within one event, not globally across every event. Each event needs its own setup.
Can I pre-stage a cancellation email and send it manually?
Yes. Set up a scheduled email on the event with auto-send disabled, then trigger it manually if the event is cancelled. The Issue Refunds flow also includes an email notification option at the time of refund.
Will scheduled emails send to the email address entered on each ticket?
No. Scheduled emails send only to the Contact record (the purchaser). Custom name or email values entered on individual tickets are not used.
How do I change the time zone used for send times?
The send time is derived from the event’s location time zone. To change it, go to Edit Event → Location → Edit Location.
Can I test my email template without placing a new order each time?
Yes. After an initial test order triggers the email, go to Guest Manager → Emails to resend while you iterate on the template.
