> For the complete documentation index, see [llms.txt](https://help.peoplevine.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.peoplevine.com/products/control-panel-overview/events-engine-overview/setup-event-emails.md). # How to Set Up Event Emails (RSVP, Reminder, Post-Event) Three communication points cover the event lifecycle: **confirmation** at registration, **reminder** before the event, and **follow-up** after. The event confirmation is a **triggered response newsletter** that must be set up per account. The pre-event reminder and post-event follow-up are configured as **Pre-Arrival** and **When It's Over** campaigns — set up once and reuse across events. ### Before you begin (Prerequisites) * **Permissions**: Administrator, Supervisor, Support, or Account Rep. See: [How to Manage Users and Permissions](/products/control-panel-overview/admin-overview/manage-roles-permissions.md). * **Newsletter templates**: Build the email templates first. Templates should use **dynamic content** so the same template works for any event the campaign runs against. For dynamic content setup, contact Peoplevine Support at . See: *How to Build & Send an Email Newsletter*. ### The three event emails | Email | When it sends | Trigger | Setup location | | ------------------------ | ---------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------ | -------------- | | **Event Confirmation** | At registration / ticket purchase | Triggered response newsletter in [**CONNECT > Manage E-mails**](https://control.peoplevine.com/newsletters?message_type=email) | Manual setup | | **Pre-Event Reminder** | A configurable window before event start (e.g., 8 hours, 24 hours, 48 hours) | Pre-Arrival Campaign in [**CONNECT > Manage Campaigns**](https://control.peoplevine.com/campaigns) | Manual setup | | **Post-Event Follow-Up** | A configurable window after event start time | When It's Over Campaign in [**CONNECT > Manage Campaigns**](https://control.peoplevine.com/campaigns) | Manual setup | ### Set up an Event Confirmation email No confirmation email is sent by default. To send one, create a triggered response newsletter: 1. Navigate to [**CONNECT > Manage E-mails**](https://control.peoplevine.com/newsletters?message_type=email). > **Note (Pro Dash):** Navigate to **CONNECT > Notifications > Triggered Response > E-mail Based**. 2. Click **COMPOSE E-MAIL NEWSLETTER**. 3. Set **Delivery Medium** to **E-mail** and **Type** to **Triggered Response**. 4. Fill in **Campaign Name**, **Newsletter Subject**, and **Preview Text**. Click **CONTINUE**. 5. Build the email content in the editor, then click **SAVE** (top right). > For the event confirmation template and dynamic content setup, contact Peoplevine Support at . 6. On the newsletter detail page, click **SCHEDULE WHEN TO SEND**. 7. Select **Send this message when something happens**. 8. Choose one of the event triggers: * **Event registration confirmed** — fires for any event registration, ticketed and non-ticketed (catch-all) * **Event registration: ticketed** — fires for ticketed events only * **Event registration: non-ticketed** — fires for non-ticketed events only > **Important**: Do not combine **Event registration confirmed** with the ticketed or non-ticketed trigger — registrants would receive duplicate emails. Use the catch-all *or* the targeted triggers, not both. 9. Under **Specific Selection**, choose individual events or select all. 10. Click **ASSIGN ITEM(S)**. > **Note**: The QR code is not included in the confirmation email. Members access it in the member portal under Account > Wallet > Tickets. > **Tip**: A calendar invite is a separate setting — enable **"Send a calendar invite upon registering for this event"** in the event's Settings section. ### Set up a Pre-Event Reminder campaign #### 1. Open the campaign editor 1. Navigate to [**CONNECT > Manage Campaigns**](https://control.peoplevine.com/campaigns). > **Note (Pro Dash):** Navigate to **AUTOMATE > Campaigns**. 2. Click **START A NEW CAMPAIGN** (top right). #### 2. Create the campaign On the Create a Campaign page: * **Campaign Type**: select **Pre-Arrival**. * **Campaign Name** and **Description** (optional but useful — e.g., *Event Reminder — 24h Before*). * **Start Date** / **End Date** — when the campaign runs. For an always-on reminder, toggle **This campaign doesn't end** ON. * **Activate Campaign** — confirm the status is **checked** (otherwise the campaign won't fire). * Click **NEXT STEP**. #### 3. Choose the activity logic On the Activity to be Completed page: * **Event – Before an event they registered for starts** — sends to anyone who completed an RSVP registration. * **Event – Before an event they purchased a ticket for starts** — sends to anyone who bought a ticket. > **Note**: Members are added to the queue at the time of registration / purchase. If a member cancels before the send-time, they're removed from the queue. **If you cancel the entire event, you must also cancel each individual ticket or registration on the Attendee list** — otherwise the queue still contains those members and they receive the reminder. Pick which events the campaign covers: * **Do for All** — campaign applies to every event matching the activity. Best for generic email templates that use dynamic content to work for any event. * **Specific event** — campaign applies to one event only. Click **CONTINUE**. #### 4. Set the send time and assign the template On the Create a Campaign Activity page: * Set **how long before the event** to send (e.g., 8 hours, 24 hours, 48 hours, 7 days). * Select the **newsletter template** that goes out as the reminder. * Click **ASSIGN ITEM**. The campaign is now live. Members who register for the event going forward are added to the send queue automatically. ### Set up a Post-Event Follow-Up campaign The flow mirrors the Pre-Arrival campaign with two differences: campaign type is **When It's Over**, and the timing logic is anchored to the **event start time** — not the end time. #### 1. Open the campaign editor and start a new campaign Same as Pre-Arrival — [**CONNECT > Manage Campaigns**](https://control.peoplevine.com/campaigns) > **START A NEW CAMPAIGN**. #### 2. Configure the campaign * **Campaign Type**: select **When It's Over Campaign**. * Fill in name, description, dates, and confirm **Activate Campaign** is checked. #### 3. Choose the activity logic Three options: * **Event – After an event they registered for is over** — sends to anyone who registered, regardless of attendance. * **Event – After an event they purchased a ticket for is over** — sends to anyone who bought a ticket, regardless of attendance. * **Event – After an event they checked-in at is over** — sends only to members marked as *Checked In* on the attendee list. This is the strictest filter and the most useful for genuine post-event feedback. > **Note**: Members are added to the queue at the trigger event (registration / purchase / check-in). If a member cancels before the event starts, they're removed from the queue. As with Pre-Arrival, if you cancel the full event you must cancel each individual ticket/registration to remove them from the queue. Pick **Do for All** for a generic template, or a specific event. #### 4. Set the send time and assign the template > **Important**: The post-event campaign uses the **event start time** when calculating "how long should we wait to send?". You must include the **duration of the event** in this number. > > Examples: > > * Two-day event, want the email one day after the event ends → set *how long should we wait* to **3 days** from start. > * Generic campaign across many events of varying lengths → pick a window that comfortably covers all expected event durations. Select the **newsletter template** and click **ASSIGN ITEM**. ### Best Practice * **Build event-agnostic templates with dynamic content** so you can use a single Pre-Arrival and a single When It's Over campaign across all events. Per-event templates multiply maintenance. * **Test the timing math.** A common mistake on Post-Event campaigns is forgetting that the wait clock starts at **event start time**. Picking *2 hours* on a 3-hour event sends the follow-up while attendees are still there. * **Confirm Activate Campaign is checked.** Without it, the campaign sits as a draft and never sends — a common cause of "we set up reminders but they didn't send". * **Use *****checked-in***** as the trigger for genuine post-event feedback** — the audience is people who actually attended, not no-shows. * **Watch the cancel-event quirk.** If you cancel the event without cancelling individual tickets, the campaign queue still contains those members and they'll receive the reminder. Use **ATTENDEE LIST** to cancel each entry, or contact those affected manually. ### What Happens Next * **On the member side**: Members receive (1) event confirmation, (2) reminder before the event, and (3) follow-up after the event — based on which triggered responses and campaigns are configured. * **On the admin side**: Campaign performance is visible in [**CONNECT > Manage Campaigns**](https://control.peoplevine.com/campaigns). Bounce rates, opens, and click-through metrics surface there. * **Next step**: *How to Build & Send an Email Newsletter* · [How to Manage Event Registrations](/products/control-panel-overview/events-engine-overview/manage-registrations.md) · [How to Cancel and Refund a Member's Tickets](/products/control-panel-overview/events-engine-overview/cancel-refund-tickets.md). *Last updated: 2026-06-08* --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://help.peoplevine.com/products/control-panel-overview/events-engine-overview/setup-event-emails.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.