Event Reminders About Upcoming Events

Sections in this article:

• Event Status For Event Reminders
• Enable Email Notification
• How Non-eSPACE Users Can Recieve Event Reminders
• Where to Enable Event Reminders For Events
• When Email Reminders Are Sent Out
• Viewing Email Reminders
• Event Reminder Email Example
• Confirming Email Reminders Were Sent

You can add a reminder to your event, days or weeks before the start of the event! This is helpful for events that you plan far out in the future and/or need to remind the event owner, all admins, all sub-admins and all contacts about specific details of the event before the event starts. It's important to know that there will be one reminder email sent before every occurrence of the event, not just the first occurrence. If your event has occurrences on it, then make sure to update the Details Tab and turn off the event reminder after the first occurrence has passed. 

Event Status For Event Reminders

• The event must be fully approved in order for the email reminders to be sent out on the appropriate day. 

Enable Email Notification

• In order for admins, sub-admins, and regular users to receive email notifications about email reminders they must go to their profile icon > My Notifications > Notification Preferences and make sure that the "Event Reminder" is enabled. If not, make sure to enable this setting and click "Save" before leaving the page. 

• Admins, sub-admins, and users will also see a notification about the event reminder in their left side menu bar.

How Non-eSPACE Users Can Recieve Event Reminders

• Typically contacts are non-eSPACE users who need to be notified. If you want contacts to receive an email when the event is fully approved and also get email reminders X days before the event start date, then navigate to Settings > Advanced > General > Email Notifications and turn on "Send Event Approved Emails to Contact(s)". Contact will only receive an email notification about the reminder. 

Where to Enable Event Reminders For Events

Once you have checked your Notification Preferences and/or enabled notifications for contacts, go to the event "Details" page (first page of the event creation process), scroll to the bottom and then expand Optional Settings to see "Event Reminders". 

There you can:

• Choose WHO you'd like to remind
  • Event Owner = the person who enters the event in eSPACE unless ownership is transferred to another user
  • Admins = all admins in your eSPACE account
  • Sub-admins = all sub-admins in your eSPACE account
  • Event Contacts = whoever you set on the Contacts tab of an event, including non-eSPACE users
• Choose the number of days before the event that you would like the reminder sent, and ...
• You can also add reminder notes!

• The ability to add reminder notes will be displayed, once you select the users you want to remind.

When Email Reminders Are Sent Out

All email notifications for Event Reminders will be emailed at 3AM EDT, 2AM CST...There will be one email reminder per occurrence on the event. If your event has occurrences on it, then make sure to update the Details Tab and turn off the event reminder after the first occurrence has passed if you do not want to receive an email reminder for each occurrence. 

• Therefore all email reminders on events must be scheduled to be sent out starting the following day from "today". If you enter in a number of days for the event reminder to come that equates to "today", no reminder will be sent out since "today" is already past the 3AM EDT, 2AM CST... threshold. 

Viewing Email Reminders

• If "Event Owner", "Admins", or "Sub-admins" is toggled on under Optional Settings, then those people will see a notification about an email reminder in their left side menu bar in the "Reminders" section. They will also receive an email reminder in their inbox if they have the "Event Reminder" email notification enabled in their account as well.

• If "Event Contacts" is toggled on then the contact will only receive an email notification about the email reminder. Even if the contacts are users in the system by only enabling "Event Contacts" they will receive the email reminder, but not see a notification about it in their left-side menu bar. 

         Users & Contacts

• If someone is the event owner and contact, admin and contact, or sub-admins and contact then they will see the notification about the event reminder in the left side menu bar and they will get an email notification about it. However, all admins, sub-admins, and event owners must also have the "Event Reminder" email notification enabled in their account in order to receive the email reminder as well.

Event Reminder Email Example

• In the event reminder email, event reminders will include the status of the event as well as the status of the specific occurrence when there are multiple occurrences within an event.  

Confirming Email Reminders Were Sent