Automatically Scheduled Event Reminder Emails

Update: August 5, 2024

Splash has a new feature in which emails can be scheduled at the theme (or template) level. This means that any event page created using that theme will have an already-scheduled email ready to send. Please read this Splash Support article for additional details about this functionality.

To start, we have set up certain Splash themes/templates to automatically send an Event Reminder email to "Attending" registrants 1 day prior to the event start. A calendar invite and QR code for each attendee will also be attached to the email.

The page templates that don't have this automatically-scheduled email set up are as follows:

• Hubs
• DAE - City Visionary Awards, Parsons Benefit templates
• SLI - Narwhal Discover, Orientation, Commencement, Career Fair, OTP Ticketed Event templates
• Misc - Pride Month theme
  

Important steps to ensure the scheduled email has the correct content and format

1. You must set a start date when you create a new event page from a template that has a scheduled email in place. Otherwise, the email will not be scheduled and will instead appear in the 'Drafts' tab under 'Email'.
2. You will see a notification at the top of your Event Dashboard confirming that the scheduled email from the template you chose is in place.

3. When you go to the 'Email' tab, you will see the scheduled email in the 'Scheduled' tab.

4. If your event is online, be sure to include the Zoom link in your email before it gets sent out.
5. If you do not make any edits to the email, it will automatically send 1 day prior to the event. If you make edits, you will have to reschedule the email. If you make edits, we suggest sending yourself a test email by clicking on the "Send Test" button to double-check the content and formatting.
   

FAQs

Do scheduled emails at the theme level carry over retroactively to already-created event pages?
No. The emails will only be automatically added and scheduled on new event pages created as of the date these updates were made (July 10, 2024).

Can scheduled emails on an event still be edited after they are carried down from the theme?
Yes. Simply click on the email to edit it. Note that you will need to manually schedule the email again.

What if my event is online and there is no in-person location?
The email reminder template generally includes Location (event venue) information. To include the Zoom link in your email, simply replace the personalization tag [event_venue] with the actual Zoom details. It is recommended that you include full Zoom details including phone #s in case some guests want to join by audio only. Also, remember to add the Zoom details in Settings > Site Metadata > Calendar Attachment Description.

Is there a scheduled email reminder for "Waitlist" registrants?
No. Currently, the email reminder is set to send 1 day prior to the event to "Attending" registrants. You can manually set up your own scheduled email for any event page.

If I change my theme after the event page has been created, will the scheduled email still be in place?
This functionality is somewhat unpredictable. If you change your theme, double-check that the correct email template has been scheduled.

Pro Tip: Be sure to review your list of "invalid emails" before scheduling an email campaign. An invalid email address is one that has bounced on a previous email send from your account. Check out this Splash Support article on how to address these bounced email addresses.

Please contact the University Initiatives Marketing team with any questions.

See also:

Overview: Create a Splash Page or Hub