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2.18. Scheduled emails section
The "Scheduled Emails" section enables users to pre-schedule automated emails that can be sent to attendees with specific booking statuses, on a specified date and time.
Creating Scheduled Emails
To create a scheduled email for an event, select the "Create Scheduled Email" button as shown below.
Once selected, enter the details for the new scheduled email and then select "SUBMIT".
It is recommended that users use a generic email account for scheduled emails such as "bookings@" or "events@".
Users must have the generic email account listed within their SMTP settings for the generic email to appear.
For more information about SMTP settings please visit the related page.
After selecting the submit button, a pop-out window will appear with two options; "Add New" and "Finish".
Add New
The "Add New" option will open a new window so users can log a new scheduled email.
Finish
The "Finish" option will close the window and direct the user to the event/training course record.
Editing Scheduled Emails
To edit an existing scheduled email, select the pencil icon as shown below.
Once selected, make the required changes and then close the pop-out window.
Cloning Scheduled Emails
To clone a scheduled email, select the clone option as shown below.
Removing Scheduled Emails
To remove a scheduled email, select the trash icon as shown below.
More Information
RubiCRM provides default scheduled email templates. Newly onboarded clients will find these templates within the Template folder named "Rubi Default - Scheduled Emails". We provide the following templates with our guidance on how to use them best:
- In-Person Pre-Event Email : Send a day before the event date to users with an "Active" booking status.
- In-Person Post-Event Email : Send a day after the event date to users with an "Attended" booking status.
- Online Pre-Event Email : Send a day before the event date to users with an "Active" booking status.
- Online Post-Event Email : Send a day after the event date to users with an "Attended" booking status.
- Cancelled Email : Send a day after the event date to users with a "Cancelled" booking status.
- No Show Email : Send a day after the event date to users with a "No Show" booking status.
- Postponed Email : Send as soon as event has been cancelled or postponed to users with an "Active" booking status.
To best use the scheduled email functionality we advise clients to update booking statuses accurately following a register taken at the event to ensure the correct emails are sent to your clients.