Sending a reminder for an event

Is the sign-up list lagging behind? Send reminder gives the members who have not responded a nudge, without bothering everyone else. 4planning selects that group for you automatically.

Step 1: Open the event

1. In the menu, click Communication and then Events.
2. Click the event you want to send a reminder for.

Step 2: Click Send reminder

The button appears in two places on the detail page:

• In the Admin block, next to Edit and Copy event.
• In the header of the Not responded yet overview.

Both buttons open the same window.

Step 3: Choose who receives the reminder

At the top you choose the recipients. Which options you see depends on the event:

• Who has not responded yet – invited members without a sign-up or decline. This is the default.
• Who has signed up – handy if you want to tell participants something just before the day itself.
• Everyone who was invited – the full audience.
• Who does not have a ticket yet – for an event with tickets: members without a ticket who can still buy one.
• Who has a ticket – for an event with tickets: only the members with a paid ticket.

Is the event full or sold out, or is registration closed? Then you cannot choose Who has not responded yet or Who does not have a ticket yet, because those members can no longer sign up or buy a ticket. The top of the window tells you why.

Below the choice you immediately see who will receive the message. Click the row of photos to expand the names.

Underneath it shows how the message will arrive, for example 60 by push notification · 82 by email. Members with the app and push notifications switched on get a push notification. Anyone who does not have the app or cannot receive push notifications gets an email. Members who have also switched on email themselves get both.

Step 4: Review or adjust the message

Under Review & edit per channel you will find two tabs. Both contain the subject and the text, with a preview of how it will look underneath:

• Push notification – the short message on the phone.
• Email – the message in the mailbox.

The text matches the audience you picked in step 3: people who have not responded are asked whether they are coming, while people who already signed up get a reminder of the appointment. Switch audience and the text switches with it.

What you change here applies to this send only. To change the standard text for good — including the automatic reminder — go to Settings › Email › Email templates. Each audience has its own template there, with a text per language of your organisation.

Words in curly brackets such as {evenement}, {datum} and {tijd} are replaced with the details of the event when it is sent. Leave them in place if you want to use them; the preview below shows you exactly what members will read.

Step 5: Send

Click Send reminder. The confirmation shows how many members received the reminder, how many of them as a push notification and how many by email. If some went by email because those members cannot receive push notifications, it says so too. And if members have no reachable email address, the confirmation mentions that number separately.

Frequently asked questions

I cannot see the button. Why? The event is still a draft or has been cancelled. Members cannot open it then, so a reminder makes no sense. Publish the event and the button appears.

Why can't I choose 'Who does not have a ticket yet'? There is no ticket left that someone without a ticket can still buy: everything is sold out, sales are closed or registration has ended. A call to order a ticket would only confuse people. If there are still tickets, but only for certain groups or ages, only the members who are allowed to buy one get the reminder. The same goes for the automatic reminder for an unanswered event.

Who gets a push notification and who gets an email? If a member has the app with push notifications on, they get a push notification. If we cannot send them a push notification, they get the reminder by email. Anyone who has also switched on email in their own notification settings gets both. And anyone who has switched this notification off completely there — push and email — gets nothing.

What does "no reachable email address" mean? Those members should have received the reminder by email, but there is no email address we can send to on their profile. Check their email address in the member list.

Can I send a reminder twice? Yes. If you already sent one within a day, you will see a warning with the date and we ask you to confirm.

Is this the same as the automatic reminder? No. Separately from this, you can switch on an automatic reminder in the settings that goes out to signed-up members a number of days in advance. This button sends immediately, and specifically to those who have not responded. For the automatic reminder (Settings › Notifications, block Reminders for members), the Email column means: also by email to members who do have the app. Members without the app get the email anyway.