The Event Overview tab includes an Automated reminder journeys panel that sends configurable, suppression-aware reminders to hosts and guests without a staff member manually tracking who still needs a nudge.
Five journeys are available per event:
Host invitation not accepted: reminds a host who was invited to host a table but hasn't accepted yet.
Host behind seat goal: reminds an accepted host whose table hasn't filled its seat goal.
Guest / party no response: reminds an invited guest or party who hasn't accepted or declined.
Five days before event: a pre-event reminder sent to attendees five days out.
Day before event: a final reminder sent to attendees the day before.
A sixth, optional post-event follow-up uses the same underlying template system but is configured separately.
This is distinct from the event-wide broadcast tools used to email or text everyone connected to an event (see Communications Overview and Sending Emails). Reminder journeys are targeted, rule-based, and run automatically; broadcasts are one-off messages you send yourself.
Each event has its own reminder journey settings:
Open the event and scroll to the Automated reminder journeys panel on its Overview tab.
Use the top-right Enabled switch to turn journeys on or off for the whole event. When off, no journey in the panel will send, even if individual journeys below are enabled.
Turn on individual journeys with the switch on each row.
Settings also store the event's time zone and a default cooldown, shown at the top of the panel (for example, "Timezone: America/Chicago Cooldown: 48h").
Each journey rule has:
Channel: email or SMS.
Cadence: the days on which the reminder can fire, for example 3 and 7 days after invitation, or a single offset like 5 days before the event or 1 day before the event. Cadence values are clamped to a safe range of 1 to 30 days; out-of-range values are dropped.
Cooldown: the minimum number of hours before the same recipient can be reminded again for that journey. Cooldown hours are clamped to a safe range of 24 to 168 hours (1 to 7 days).
Host and guest email/SMS templates can be edited and reused at the event level.
Click Preview on any journey row to see who is currently eligible, without sending anything. The preview lists every candidate recipient, their role, and whether they're eligible or suppressed, along with the specific suppression reason (for example, wrong invitation status, cooldown active, revoked host, event inactive, or missing/suppressed contact info). The panel also shows a count of eligible vs. total recipients.
A recipient is excluded from a reminder when any of the following apply:
The recipient already accepted or declined, where that response makes the reminder irrelevant.
Their email has bounced, complained, or is otherwise suppressed.
SMS is the channel but the recipient hasn't consented to texts.
The host's membership has been revoked.
The event is canceled or inactive.
The recipient was already reminded inside the configured cooldown window for that journey.
A reminder for that same recipient and cadence step was already sent (this makes reruns of the daily job safe).
Send now on a journey row queues an immediate send to every currently eligible recipient, using the exact same eligibility and suppression rules as the scheduled run. It does not bypass cooldowns or suppression.
A separate test-send path lets staff send a single journey message to their own email or phone number to check formatting before relying on the automated schedule. Test sends do not count as a real delivery and don't affect cooldown tracking for the real recipient.
A daily background job evaluates every event with journeys enabled and queues one send per eligible recipient per due cadence step. Each queued send is idempotent: rerunning the job, or a job retry after a failure, will not create a duplicate message to the same recipient for the same cadence step.
When an event turns on reminder journeys, its older, event-wide reminder jobs (the legacy table-host reminder and guest RSVP reminder crons) automatically skip that event, so hosts and guests won't get both the old and new reminders for the same thing.
Bulk Host Import and Invitations, for how host invitations and statuses are created.
Tables and Seating, for table host and guest records that reminder eligibility is based on.
Fundraising Events Overview, for the rest of the event hub and Overview tab.
