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.

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

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. You get a confirmation showing how many notifications were sent.

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 are fewer emails sent than push notifications? Every member decides how they receive notifications. For reminders, email is off by default and the push notification is on. Members can change this in their own notification settings.

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.