Session Reminders

Overview

Session reminder emails can be automatically sent on a scheduled basis relative to the session start time.

A new set of Session Reminder email templates includes all session specific Dynamic Data Fields (DDFs) plus a subset of other Profile, Registration, and Event DDFs.

For Digital events, the attendee Join URL can be included at the top of the inbox.

Once a session reminder email template is set up, the reminder can be scheduled between 15 minutes and 1 month prior to the session.

You can send reminders to all session instances, or to a subset of instances using filters, or to individual instances.

A testing workflow is available to verify templates before sending.

Analytics tools show which attendees were sent reminders and who opened them.

The reminder framework is designed to be powerful and extendable for future actions, such as sending SMS messages.

Templates and DDFs

Session reminder templates include a large set of Dynamic Data Fields (DDFs).

The following DDFs are available in Session Reminder Templates.

Included DDFs

• Standard Profile Fields: First Name, Middle Name, Last Name, Email, Organization, Username
• Standard Registration Fields: Reg Code, Registration UUID, Attendee Type Name, Date Completed
• Standard Event Fields: Event Name, Event Code, Event Start-Date-time, Event End-Date-time, Event Time Zone
• Session Fields: Title, Description, Code, Speaker(s), Start Date, Start Time, End Date, End Time, Type Name, Track Name, Track Color, Location, Fee, Level Name, Abstract, Capacity, CEU Credits, Industries, Job Functions, Tags, Waitlisted Count
• Reg Session Fields: Registration Session Status
• Reg Session Webinar Fields: Session Reg Join URL
• Session Webinar Fields (For Digital Events – Zoom/On24 Connected): Webinar Title, Webinar Start Date-Time, Webinar End Date-Time, Webinar Description, Webinar Time Zone, Webinar Integration Type
• Session Webinar Fields (continued): Webinar Title, Webinar Start Date-Time, Webinar End Date-Time, Webinar Description, Webinar Time Zone, Webinar Integration Type
• Session Fields (continued): Start Date, Start Time, End Date, End Time, etc.
• (Additional DDF groups listed in the source content)

Excluded DDFs

• Content Blocks
• Display Rules
• Custom Event Data Fields
• Custom Event Display Fields
• Event Location Fields
• Registration Contact Fields
• Group Fields
• Reg Webinar Fields

Other excluded options

• Include event’s display shell
• Use as the template for Forgot Password
• Attachments
• Schedule Settings (see below for how to schedule session reminders)

How do I schedule a session reminder?

Reminders are configured under Manage > Speakers & Sessions > Setup > Reminders.

1) Add a new reminder.

2) Give the reminder a descriptive name. (Ex. 15 Mins – All Instances)

3) Select a session reminder email template.

4) Choose a reminder schedule.

5) Select the session instances that will receive the reminder email.

• All Session Instances: All registrants in a Registered session status that are Complete will be sent the reminder email.
• Session Instances by Filter: All registrants in a Registered session status for session instances that meet the criteria defined in the filters that are Complete will be sent the reminder email.
• Selected Session Instances: All registrants in a Registered session status for the selected session instances that are Complete will be sent the reminder email.

6) Save the reminder.

How can I test sending a reminder email template?

From the list of Session Reminders, select the Test Session Reminder action from the Send Actions column.

2) Select a session instance to populate the dynamic fields within the email template.

3) The Test Recipient Email will be populated with the email address associated with the logged in user.

4) The list of Registrations displayed in the table below includes registrants from the selected session instance. If the event is in a Live status, live registrations will be displayed. If the event is in a Testing status, test registrations will be displayed.

5) Press Send to send the test message.

6) Once the reminder(s) has been sent, you’ll see a summary log of the status of the test send that can be refreshed by selecting the Refresh icon to the right of Summary.

How can I send a One-Time Reminder to all the registrants of a session?

From the list of Session Reminders, select the Send one-time reminder action from the Send Actions column.

2) Select a session instance and select Send.

Note that in the future we will expand this feature to allow for one-time sends to one or more registrants.

Can I send a One-Time Reminder to all the registrants of multiple sessions at the same time?

Yes. We have added a new mass actions to the sessions list.

How can I confirm if a Session Reminder was sent at the scheduled time?

From the list of Session Reminders, select the Summary action from the Send Actions column.

2) Select the Reminder and the Session Instance to view the summary.

Note that when viewing the Session Reminders list, ADHOC refers to messages sent as Test and One-Time Reminders.

I see a new Bell icon in the list of Session Instances. What’s up with that?

When in doubt, click it and find out. Upon click of the icon, a modal window will appear with all scheduled reminders for that session instance. From the action(s) column you can preview the body of the email template to be sent and enable/disable individual reminders from being sent. The same option is also available when editing a session instance.

Are Session Reminder emails logged in the registration history?

Yes. They are logged in the registration history just like confirmation emails and emails sent via mass action.

Are Session Reminders copied a part of event copy and event creation from templates?

Yes. Both Session Reminder Email Templates and Reminder schedules are copied during Event Copy. The only Reminders not copied are those set to be sent for Selected Session Instances.

Are Session Reminder emails tracked in Email Analytics?

Yes. They are tracked just like confirmation emails and emails sent via mass action.

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