Event Reminder Journeys send configurable, suppression-aware reminders to hosts and guests without a staff member manually tracking who still needs a nudge. Journey settings, live in the event's email workspace: open the event, go to Overview, expand Guest communications, click Manage event emails, then click Delivery settings.
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. 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, go to its Overview tab, expand Guest communications, and click Manage event emails.
Click Delivery settings to show the reminder journeys panel.
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 stay between 1 and 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 stay between 24 and 168 hours (1 to 7 days)
Click Edit content on a journey row to write its subject and body in the shared email design editor, the same place used to customize the registration confirmation and thank-you emails. See "Managing event emails" for how to build and preview a journey's content.
The email templates for Five days before event and Day before event include two personalization buttons above the message editor:
Insert attendee name adds a token that is replaced with each recipient's own name when the email sends.
Insert their tickets adds a token that is replaced with that recipient's own tickets, each shown with a QR code for check-in and a "Print ticket at home" link.
Each recipient sees only their own tickets, never a table-mate's or another guest's, even when several people share a purchase or a table. If someone's ticket has no attendee email of its own, CoolFocus falls back to the purchaser's email so they still get a reminder with their ticket attached.
These two buttons only appear for the Five days before event and Day before event email templates. SMS reminders and the host and guest RSVP journeys don't support personalization tokens.
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 (so reruns of the daily job are 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 safe to retry: 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.
• Managing event emails — the shared page for designing, previewing, and saving the registration confirmation, thank-you, and reminder journey emails
• Bulk Host Import and Invitations — how host invitations and statuses are created
• Tables and Seating — table host and guest records that reminder eligibility is based on
• Fundraising Events Overview — the rest of the event hub and Overview tab
