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Set up automated reminder emails

Send scheduled reminder emails to your guests automatically before the event - no manual sending required. Set up to two reminders per form type, each with its own timing, audience, and design.

Automated reminder emails are pre-scheduled emails that go out to your guests a set amount of time before your event starts. Unlike campaign emails, they trigger automatically based on the event date - no manual sending needed.

You can set up to 2 reminders per form type. Each reminder is configured and scheduled independently.

Enable a reminder

  1. From your event dashboard, go to Event Settings → Outbound Emails.

  2. Scroll to Automated Reminder Emails.

  3. Toggle on the reminder you want to activate. Each form type (RSVP, Ticket, etc.) has its own reminder rows.

  4. Click the edit icon to open the reminder editor.

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Configure your reminder

The reminder editor has three tabs: Details, Email, and Theme.

Details tab

This is where you control who receives the reminder and when it sends.

  • Email subject line - the subject line guests will see in their inbox.

  • From name - the name the email appears to be sent from.

  • Reply-to email - where any replies from guests will land.

Send to - choose between:

  • Primary guest only - sends to the lead guest in a group.

  • All guests in group with an email - sends to every guest in the group who has an email address on file.

Schedule to send before the event - choose how far in advance the reminder goes out. Once your schedule is set, RSVPify displays the exact date and time the reminder is due to send.

💡 Tip: With two reminder slots available, a common setup is a longer lead-time reminder (e.g. 3 days) paired with a shorter one closer to the event (e.g. 1 day).

Email tab

This is where you customize the content of the reminder email.

  • Title - editable field that supports merge tags. Defaults to Reminder: {Event Name} starts soon!

  • Guest and group responses - automatically pulls in what the guest submitted on the registration form.

  • Receipt - appears in the email if a payment was made during registration.

  • Edit Response button - included by default, letting guests update their RSVP directly from the email.

  • Logo - toggle on to display your event or organization logo.

  • Display QR codes - toggle on to include each guest's unique check-in QR code in the reminder.

  • Background container - choose from no container, a solid color, or an image behind the email content.

Theme tab

Control the visual styling of the reminder email independently from your other emails. Toggle on Use workspace brand settings to apply your workspace's global brand colors automatically instead of setting them manually.

⚠️ Note: Each reminder is configured separately. If you have two reminders enabled, review the theme settings on both to keep the styling consistent.

Test before publishing

Use the send test option in the reminder editor to send yourself a preview. Confirm the subject line, content, QR code (if enabled), and styling all look correct before enabling the reminder for live guests.

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