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How to create an event - Part 3 - Automations
How to create an event - Part 3 - Automations

How to send event reminders and automate other tasks

Cláudia Duarte avatar
Written by Cláudia Duarte
Updated over a week ago

Creating automations is the process of delegating manual tasks to FULL FABRIC to be repeatedly performed by the system if triggered by an outside stimulus. 💣〰💥 When it comes to events, there are two things you can automate: reminder emails to maximise attendance numbers, and sequences of tasks to streamline common processes. This is an enormous time-saver, so let's get straight to business! 😁

In this article

(click to jump to topic)

Why should I send event reminders and how?

This can be frustrating to think about, given how arduous it is to organise an event (no matter the size), but the hard reality is that, without some gentle nudging, registrants might well forget about the big day or even lose interest altogether. 😢 In fact, nothing you can do will ever ensure everybody coming, but you can certainly reduce absenteeism, the most obvious tactic being the event reminder strategy. After all, people lead busy lives, so they're bound to be grateful that you cared so much to prevent them missing an amazing opportunity. 😍

Depending on the scale and nature of the event, you might want to consider executing an event reminder email campaign – that is, sending multiple reminders instead of just one. Anything is viable, because the Reminders tab lets you schedule as many reminders as you see fit using different templates and then set them to dispatch at a specified number of days before the event starts – like maybe one reminder 7 days prior and then a second one the day before (just to give an example). Upon reaching those dates, the system will automatically dispatch the message(s) to everyone who registered up to that point.

In terms of distance, the following text is supported:





time unit

45 minutes


time unit

1 hour


time unit

3 days


time unit

1 week



1 day and 2 hours

To schedule an event reminder:

     1) In tab Reminders, click Add reminder
​     2) Insert how long in advance the reminder should be sent, as described and exemplified in the above table

3) Build a new email template, choose an existing template or use the default reminder message
​     4) Repeat to schedule another reminder

As can be seen, the content of each reminder is completely customisable, as you have the ability to use a different email template for each event reminder. Again, just like when composing the event registration confirmation email, you must choose between creating an email from scratch and reusing an existing (and editable) template. The how-to is exactly the same, so please refer back to the previous article and follow the instructions there.

On the same note, if you enabled QR codes to track event attendance on the event registration confirmation email, we strongly recommend also adding the QR code substitution tag to the reminder email(s). Registrants sometimes lose their registration emails, so if that's the only medium through which they had access to their unique QR code, they won't be able to check in by scanning it. Including the QR codes in the reminders makes them exponentially easier to access! 💫

How can I automate a workflow and what tasks can be automated?

As alluded to in the introduction, a workflow is a sequence of tasks that's been automated to self-run, relieving the burden of repetitive work from staff and limiting the scope of mistakes. Since other areas employ the same method of workflow automation, we dedicated a whole article to it (click to follow): Automated workflows.

How and when do event workflows get triggered?

Event workflows are triggered whenever the conditions that you define for the workflow are met. There is the option of one of the following conditions for event workflows:

  • response is created as/updated to Yes

  • response is created as/updated to No

  • response is created as/updated to Maybe

  • response is created

  • attendance is updated to Yes

  • attendance is updated to No

These workflows will be triggered for any action whether it is made by candidates or staff which satisfies these conditions. It is possible to create and/or update event responses and attendance, and hence workflows, via the following actions:

  • Candidate submits an event registration

  • Staff scan a candidate's event registration QR code

  • Staff add a participant to an event

  • Staff import event registrations - applies to both new registrations created and existing registrations updated by the import

  • Staff bulk update event response type and/or attendance

  • Event registrations created or updated via an API request as part of an integration

PUBLISHED: February 18, 2020
LAST UPDATED: March 16, 2024 at 3:49 p.m.

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