Reminder Emails
Eventixa reminder emails help you contact registered attendees before an event begins.
They are useful for reminding attendees about the event date, time, location, virtual access, or any final instructions they need before attending.
Available in: Eventixa Core + Eventixa Pro
Location: Eventixa → Settings → Emails → Reminders
Related features: Email Templates, Email Placeholders, Customer Emails, Virtual Events, Recurring Events
What Are Reminder Emails?
Reminder emails are scheduled notifications sent before an event.
Unlike a booking confirmation, which is triggered by registration activity, a reminder is based on the event start time.
For example, you may want to remind attendees:
- 1 day before the event
- A few hours before the event
- Shortly before a virtual session begins
Open Reminder Settings
From the WordPress dashboard, go to: Eventixa → Settings → Emails
Open: Reminders
This section controls when Eventixa sends reminder notifications.
The reminder content itself is managed through the applicable email template.
Reminder Settings vs Reminder Template
These are two different parts of the system.
Reminder Settings
Control when the email is sent.
Event Reminder Email Template
Controls what the email says.
This separation lets you reuse the same reminder template with your configured reminder schedule.
Event Reminder Email Template
Go to: Eventixa → Settings → Emails → Email Template
Find: Event Reminder Email
Click: Manage to customize the reminder email content.
What a Reminder Email Can Include
A reminder can contain useful event information such as:
- Attendee name
- Event name
- Event date
- Event time
- Venue
- Ticket
- Booking reference
- Virtual access information where applicable
Use supported Eventixa placeholders for dynamic data.
Why Send Reminder Emails?
Reminder emails can help:
- Reduce forgotten registrations
- Improve attendance
- Remind attendees of venue details
- Provide last-minute event instructions
- Remind virtual attendees how to join
They are especially useful when customers register well before the event date.
Example Reminder
A simple reminder could say:
Your event starts tomorrow
Community Science Festival
August 16, 2028
10:00 AM
Please review your ticket and event information before arrival.
Keep Reminders Concise
A reminder should focus on information attendees need immediately before the event.
Avoid repeating the entire original booking confirmation unless necessary.
A useful reminder generally answers:
- Which event?
- When?
- Where?
- What should I do next?
Reminder Timing
Choose timing that makes sense for your event.
Examples include:
- One day before
- Several hours before
- Shortly before event start
The exact reminder options available depend on your current Eventixa configuration.
One-Day Reminder
A reminder approximately one day before an event is useful for:
- Conferences
- Workshops
- In-person events
- Training sessions
It gives attendees enough time to plan transportation or review event details.
Same-Day Reminder
A same-day reminder can be helpful for:
- Webinars
- Virtual events
- Short workshops
- Time-sensitive sessions
Keep the message focused on start time and access details.
Avoid Excessive Reminders
Do not send unnecessary reminders.
Too many messages can:
- Annoy attendees
- Increase unsubscribe/spam complaints
- Make important emails easier to ignore
Use the minimum number of reminders needed for the event.
Reminder Recipients
Reminder emails should be sent only to eligible registered attendees according to the supported Eventixa workflow.
The recipient should still have an active registration when the reminder is due.
Cancelled Attendees
A cancelled attendee should not receive a normal attendance reminder.
If an attendee receives reminders after cancellation, review:
- Booking status
- Attendee status
- Reminder eligibility
RSVP Going
An RSVP attendee marked:
Going
can be eligible for event reminders according to the applicable workflow.
RSVP Not Going
An attendee marked:
Not Going
should not normally receive an attendance reminder.
Their RSVP indicates they are not planning to attend.
Paid Bookings
For paid registrations, reminders should be sent only when the booking remains valid.
A Failed or Expired booking should not be treated as an active paid attendee.
Free Bookings
Free-ticket attendees can receive reminders just like paid attendees.
The lack of payment does not reduce the value of an event reminder.
Guest Checkout
Guest attendees can receive reminder emails using the email stored with their registration.
They do not need a WordPress account merely to receive reminders.
Recurring Events
Reminder emails are especially important for recurring events because the email must refer to the correct occurrence.
For example:
Community Science Festival — August 16, 2028
not simply:
Community Science Festival
Recurring Event Timing
Each attendee should receive reminders based on the date of the occurrence they actually registered for.
A reminder for one occurrence should not be sent based on another occurrence’s date.
Verify Occurrence Before Launch
Before enabling reminders for recurring events:
- Create a test recurring event.
- Register for one occurrence.
- Trigger or test the reminder.
- Confirm the correct occurrence date appears.
Virtual Events
Virtual-event reminders are especially useful shortly before the event begins.
They can remind attendees to:
- Check their internet connection
- Join at the correct time
- Review access instructions
Zoom Events
For Zoom events, reminder emails should follow Eventixa’s virtual-access rules.
Do not manually hard-code managed Zoom join credentials into a generic template if Eventixa controls access dynamically.
Google Meet Events
The same principle applies to Google Meet.
Use Eventixa’s supported access workflow rather than manually exposing meeting information too early.
Custom Meeting URL
For events using a Custom Meeting URL, reminder emails can provide the applicable access information according to your event configuration.
Verify the link before the event.
Hybrid Events
For Hybrid events, reminder emails may need to clarify whether the attendee should:
- Attend in person
- Join virtually
- Use another configured access option
Keep the instructions unambiguous.
Venue Information
For in-person events, reminders can include:
- Venue name
- Address
- Arrival instructions
Use dynamic event information where supported rather than hard-coding venue details into a template used by multiple events.
Ticket Information
A reminder can reference the attendee’s ticket if helpful.
For example:
Ticket: Standard Event Pass
This can help attendees know what to present at check-in.
QR Ticket Reminder
Where QR ticketing is available, you may remind attendees to have their ticket ready.
Avoid attaching unnecessary duplicate information when a simple ticket reminder is enough.
Check-In Instructions
If your event uses QR Check-In, you can remind attendees to:
- Open their ticket
- Have the QR code ready
- Arrive before the session starts
Do not add operational instructions that do not apply to the specific event.
Email Placeholders
Use Eventixa placeholders for dynamic reminder information.
Useful values may include:
- Attendee name
- Event title
- Event date
- Event time
- Venue
- Ticket
- Booking reference
Always use the exact placeholders displayed by Eventixa.
Reminder Subject
Use a clear subject.
Examples:
Reminder: Community Science Festival Starts Tomorrow
or conceptually:
Reminder: {event_name} Starts Soon
Keep the subject concise.
Reminder Heading
A simple heading such as: Your Event Is Coming Up works well for general reminders.
For virtual events: Your Online Event Starts Soon may be more appropriate.
Reminder Message Body
A useful message should explain:
- Event name
- Start date/time
- Location or access
- Any necessary preparation
Avoid adding unrelated marketing content to transactional reminders.
Reminder and Booking Reference
Including the booking reference can make support easier.
For example:
Booking: EC26001572
This is useful if the attendee needs help immediately before the event.
Reminder and Payment Information
A reminder normally does not need to repeat detailed payment information.
Its primary purpose is attendance preparation, not financial confirmation.
Reminder and Coupons
Coupon information usually does not need to appear in reminder emails.
The discount was relevant at checkout, not event attendance.
Reminder and Refunds
If a booking has been refunded and is no longer active, the attendee should not receive a normal event reminder.
Review booking eligibility when troubleshooting unexpected reminders.
Reminder and Waitlist
A visitor who is only on a waitlist does not yet have a confirmed registration.
Do not treat a waitlist entry as a confirmed attendee for normal reminder purposes.
Once the visitor successfully books the released seat, they can become eligible according to the resulting registration.
Reminder and Bulk Email
Reminder Emails and Bulk Emails are different.
Reminder Email
Automatically scheduled relative to an event.
Bulk Email
Manually sent by an administrator to a selected audience.
Use reminders for predictable pre-event communication.
Use Bulk Emails for one-off announcements.
Example: Venue Change
If a venue changes unexpectedly, do not rely only on the next scheduled reminder.
Use Bulk Emails to communicate the urgent update immediately.
Example: Standard Reminder
Use the scheduled reminder for:
Your event starts tomorrow at 10:00 AM.
This is predictable and time-based.
WordPress Scheduling
Scheduled reminders depend on the site’s WordPress scheduling environment.
If scheduled tasks are not running correctly, reminders can be delayed.
Make sure WordPress scheduled events can execute reliably.
Low-Traffic Sites
On low-traffic WordPress sites, scheduled tasks may not always run at the exact intended moment depending on the hosting setup.
For important event reminders, use reliable WordPress cron configuration where appropriate.
Site Timezone
Reminder timing depends on the site’s configured event/timezone behavior.
Make sure your Eventixa timezone settings are correct.
A timezone error can cause reminders to send at the wrong time.
Event Timezone
If your event audience spans multiple regions, clearly state the event timezone in reminder content when useful.
This is especially important for Virtual events.
Testing Reminders
Before using reminders for a live event:
- Create a test event.
- Create a test registration.
- Configure a short test reminder interval if supported.
- Verify the reminder sends.
- Check recipient.
- Check event date/time.
- Check placeholders.
- Check links.
Test Customer Email Address
Use an email inbox you can access.
Verify:
- Reminder arrives
- Sender is correct
- Subject is correct
- Message formatting is correct
Test Recurring Occurrence
For a recurring event, register for one specific date and verify the reminder uses that date.
Test Virtual Event
For a virtual event, verify the reminder uses the correct access behavior.
Do not expose restricted meeting information prematurely.
Test Cancelled Booking
Cancel a test booking before the reminder is due.
Verify that the cancelled attendee is no longer treated as a normal reminder recipient.
Test RSVP Not Going
Change an RSVP response to: Not Going
Verify the attendee does not continue receiving normal attendance reminders where the workflow is designed to exclude them.
Reminder Delivery
Like other Eventixa emails, reminders depend on WordPress email delivery.
Use reliable SMTP or transactional email infrastructure for production.
Reminder Was Scheduled but Not Received
Check:
- Reminder configuration
- Event date/time
- Recipient email
- Registration status
- Template status
- WordPress scheduled tasks
- SMTP logs
Reminder Arrived at Wrong Time
Check:
- WordPress timezone
- Event timezone
- Reminder interval
- Server scheduling
- Event start time
Wrong Event Date Appears
For recurring events, verify the attendee is associated with the correct occurrence.
Reminder Contains Raw Placeholder
Confirm the placeholder is supported and entered exactly as Eventixa provides it.
Wrong Attendee Receives Reminder
Check:
- Attendee email
- Booking association
- Occurrence
- Attendee status
Cancelled Attendee Receives Reminder
Review the booking and attendee state.
Make sure reminder eligibility is based on an active registration.
Duplicate Reminders
Check whether:
- Multiple reminder schedules are enabled
- Another email automation plugin is sending reminders
- Bulk Emails were also sent
Reminder Does Not Include Virtual Link
Check:
- Event type
- Provider configuration
- Attendee eligibility
- Virtual access timing
The absence of a link may be expected if access has not yet been revealed.
Recommended Reminder Setup Workflow
- Go to Eventixa → Settings → Emails → Reminders.
- Configure the required reminder schedule.
- Save Changes.
- Go to Emails → Email Template.
- Find Event Reminder Email.
- Click Manage.
- Configure subject.
- Configure heading.
- Edit message content.
- Add supported placeholders.
- Save the template.
- Create a test registration.
- Test reminder delivery.
- Verify event date/time.
- Verify recurring occurrence where applicable.
- Verify virtual access behavior.
- Verify SMTP delivery.
Recommended Reminder Content
A simple reminder should usually include:
- Attendee name
- Event title
- Event date
- Event time
- Venue or access information
- Ticket or booking reference when useful
Avoid overloading the message with unrelated information.
Recommended Production Checklist
Before enabling reminders for live events, confirm:
- Site timezone is correct.
- Event dates and times are correct.
- Reminder schedule is configured.
- Event Reminder Email template is Active.
- Subject is clear.
- Placeholders resolve correctly.
- Recurring occurrences are correct.
- Virtual access follows Eventixa rules.
- Cancelled attendees are not treated as active recipients.
- SMTP works reliably.
Important Notes
- Reminder emails are scheduled relative to the event.
- Reminder timing and reminder template content are configured separately.
- Use the Event Reminder Email template for reminder content.
- Reminders should only go to eligible active registrations.
- Recurring events must use the correct occurrence date.
- Virtual-event reminders should respect access/reveal rules.
- Reminder Emails and Bulk Emails serve different purposes.
- Reliable WordPress scheduling and email delivery are important.
- Always test reminders before using them for a live event.
