My organization has about a dozen events each spring and fall that are the same format but have different dates, times, and locations. People sign up through ticketed event forms. We want to send email reminders to registrants prior to the event (preferably 10 days out and 2 days out) and are trying to figure out the most straightforward way to do this. I’ve found two routes that each have their own challenges:
- Creating a workflow automation that uses a saved search with event (narrowed to the parameters so we’re not getting other event registrants in this flow) start date 10 days out, which will trigger sending an email. We love the set-it-and-monitor-it format of this, but the (major) drawback is that it sends a generic email. In some cases, people are registering almost 2 months in advance, so having them dig back in their emails for event details is a big ask.
- We can create targeted emails with a template to keep most of the content the same and update the date/time/location specific to each event. We then need to also create a separate search for each email audience and match them up. Right now, we prefer this because it gives the registrant all the relevant information and we can schedule them all to send at the correct time, but the effort adds up, and matching the lists correctly creates a lot of opportunity for human error.
How are you all handling these kinds of communications in your orgs? Does anyone have any clever solutions that I haven’t found?
Ideally, I would love to see an event reminder email functionality that can merge in event details, similar to what registrants get when they complete an event form (e.g. on the event page, an option to email all participants using a template email that merges in event date and time and ticket order details).
