--- title: Reminder Emails description: "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 +…" url: "https://eventixawp.com/docs/reminder-emails/" updated: "2026-09-27" category: "Emails & Bulk Emails" --- # 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: 1. Create a test recurring event. 2. Register for one occurrence. 3. Trigger or test the reminder. 4. 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: 1. Create a test event. 2. Create a test registration. 3. Configure a short test reminder interval if supported. 4. Verify the reminder sends. 5. Check recipient. 6. Check event date/time. 7. Check placeholders. 8. 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 1. Go to **Eventixa → Settings → Emails → Reminders**. 2. Configure the required reminder schedule. 3. Save Changes. 4. Go to **Emails → Email Template**. 5. Find **Event Reminder Email**. 6. Click **Manage**. 7. Configure subject. 8. Configure heading. 9. Edit message content. 10. Add supported placeholders. 11. Save the template. 12. Create a test registration. 13. Test reminder delivery. 14. Verify event date/time. 15. Verify recurring occurrence where applicable. 16. Verify virtual access behavior. 17. 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. ## Related Documentation - [Email Notifications Overview in Eventixa](https://eventixawp.com/docs/email-notifications-overview/) - [Customer Emails in Eventixa](https://eventixawp.com/docs/customer-emails/) - [Email Templates in Eventixa](https://eventixawp.com/docs/email-templates/) - [Email Placeholders in Eventixa](https://eventixawp.com/docs/email-placeholders/) - [Bulk Emails](https://eventixawp.com/docs/bulk-emails/) - [Creating a Recurring Event in Eventixa](https://eventixawp.com/docs/creating-a-recurring-event/) - [Virtual Event Access in Eventixa](https://eventixawp.com/docs/virtual-event-access/)