Event save emails - delayed trigger based on event date

135 votes

Allow users to configure a delayed or scheduled email using the scenarios and templates triggered by event save emails. For example:

"If scenario A is still valid, send an email based on template B..."
"...X days from now."
"...Y days before the start of the event."
"...Z days before the start of each occurrence."

Planned ** 25Live Pro Event Management Event Save Emails Suggested by: Wes H (CollegeNET) (27 Feb, '20) • Upvoted: 06 May • Comments: 15

Comments: 15

12 May, '20
Pamela Mason
With COVID-19 the desire came up to send an email before there event reminding them of the current restrictions and responsibilities they have. If this could also be limited by Location assigned it could would help with other notifications that are Location related.
22 Oct, '20
Stephen Clarke
This would be very helpful to us. Being able to send a confirmation email to a client x days ahead of time automatically would allow us to streamline our process significantly.
05 May, '21
Leonard Bretton Merged
I would expand on this to include Confirmed events as well. A bit like how scheduled reports work but on an event level. Many events are scheduled well in advanced having an automated email to send email to any contact role X dates prior would be good enhancement. This would help remind people of their event and booking information.

Currently I would manually make a To Do reminder for myself for each event so having a "set and forget" option would be great.
02 Feb, '22
Brian Fetter Merged
As a former EMS user, this was a great feature for us and our clients. We were able to set that based on specific rooms, event states, event types, group types, categories. I'd like to see the ability to add in Custom Fields responses as well. For example, we will change an event state to Confirmed, but have a custom field with a different state that reads, Confirmed, Awaiting Details.
Also, with the ongoing pandemic, adding these type of reminders on the fly, would be great since information is constantly evolving.
14 Feb, '22
Tammy Miller
This advance notification would be very useful to our operations and would probably reduce the number of no-shows while saving valuable staff time.
09 Mar, '22
Stephen Clarke Merged
This is critically needed for our area. We currently have students manually sending reminders, but we would ideally like for all events to receive an email 7 days prior to an event with a general reminder of all their event details and the ability to request cancellation if they no longer plan to meet.
11 May, '22
Tammy Miller Merged
This would save time and money and has also been expressed as a critical need for our events office. It seems that this could be helpful for scenarios including most if not all event states.
11 Jan, '23
Era McMahon Merged
This would be a critical need for our department but to include CONFIRMED events as well. Many departments request and book events through our office and many requestors create their own events with our approval. We are only an office of 2 for hundreds of student orgs and departments. If there was a way for a "reminder" to be automatically sent via email to each requestor (1 week out) then we would prevent a lot of unnecessary setup changes for our setup team. Currently our process is to email clients but that is very antiquated and inefficient. We have also thought of creating tasks for clients BUT again, that's sort of redundant and inefficient for just the two of us to be spending or time on. Thank you!
12 Apr, '23
Amy LHeureux
This would be great for reminding clients of setup need deadlines and inclement weather calls.
11 May, '23
Dawn Pustelnik Merged
I echo all the other comments here to say this is critical to streamline operations. Groups can request space well in advance but then completely forget about the booking. A manual process to stay on top of the events just isn't working. As a newer user of 25Live I'm honestly shocked that this is a feature that needs to be requested. The ability to send reminder emails should be a standard feature of any decent scheduling software.
06 Jun, '23
Walt (CollegeNET) Admin
"Email Variable for Event Occurrence Date - Send email X days prior to event" (suggested by Alex Gentry on 2021-02-17), including upvotes (60) and comments (6), was merged into this suggestion.
22 Sep, '23
Jeannie N.
We are in the process of changing to Series 25, but currently, we use the delay notification feature of your competitor for various reminders to our event community.
27 Feb
John
One of our departments is currently using EMS and they want to move to 25Live but the reminder functionality is something their business operations depends on. It does appear that it would be extremely useful for all schools and departments as we will be adding more forms, workflow, etc. to our event confirmations. Thanks
01 Apr
Lauren Koonce
It would also be helpful to set an email to go out if an event is updated within a certain amount of days from the original occurrence to notify resource providers that changes have been made.
09 Apr
Jana Lelm
I would love to be able to send a email reminder of their reservation ahead of time, especially for our guest rooms. To give them the option to cancel.