How Automated Email Sequences Work
A 4-touch email sequence — instant confirmation plus 3 timed reminders — that keeps your event top of mind and increases attendance 20–40%. Fully automatic, zero setup required.
What Are Automated Email Sequences?
Automated Email Sequences send 4 perfectly-timed emails to every ticket buyer — from the moment they purchase through the day before your event. Each email is stage-appropriate, personalized, and designed to reduce no-shows:
Confirmation
Instant · After purchase
Branded confirmation with order details, QR code, and cross-promotedevents. Sent the moment a ticket is purchased.
7-Day Reminder
Excitement · One week before
Builds anticipation with a checklist: save the email, add to calendar, invite friends. Sets the tone for the week ahead.
3-Day Reminder
Logistics · Three days before
Practical prep with directions (Google Maps link), QR code reminder, and arrival time. Helps attendees plan logistics.
1-Day Reminder
Day-of · Tomorrow
Urgent details with a step-by-step check-in guide: open ticket, show QR at door, enjoy the event. Last-minute essentials.
How the System Works
The entire sequence is fully automatic. You publish an event, people register, and the emails handle themselves:
Ticket Purchased — Confirmation Sends Instantly
The moment someone buys a ticket, they receive a branded confirmation email with their QR code, order summary (ticket types, quantities, prices),event details, and optionally cross-promoted events from your community.
Daily Cron Job Checks for Upcoming Events
Every day at 9 AM Eastern (2 PM UTC), a background job scans all published, non-cancelled events. For each reminder stage (7-day, 3-day, 1-day), it identifies events within that window and finds ticket buyers who haven't received that reminder yet.
Personalized Emails Sent in Batches
Each email is personalized with the attendee's first name, your event title, date/time formatted in the event's timezone, venue with a Google Maps link, and your organizer name. Emails are sent in batches of 50 via Brevo for reliable delivery.
Each Send Is Tracked — No Duplicates
After each successful send, the ticket buyer's reminder column is timestamped (reminder_first, reminder_second, or reminder_third). This ensures each person receives each reminder exactly once — no duplicates, even if the cron runs multiple times.
See Each Email Stage
Walk through each stage — from instant confirmation to the day-before reminder.
Subject: You're going to Sunrise Yoga Retreat!
To: maya@example.com
Hi Maya, your tickets are confirmed! Here are your order details:
Includes QR code + cross-promoted events
What Each Email Includes
Event Details Block
Every email includes your event title, formatted date and time (in the event's timezone), venue address, and organizer name.
Google Maps Link
Venue addresses are automatically linked to Google Maps. Attendees can get one-tap directions from any reminder email.
QR Code & Tickets
Confirmation emails include the order QR code. All emails link to a "View Your Tickets" page for easy access.
Timezone Formatting
Dates and times are formatted using the event's timezone setting. No confusion for attendees in different time zones.
Email Subject Lines
Each stage uses a distinct subject line that matches the tone and urgency of the moment:
Long event titles are automatically truncated at 40 characters in subject lines to ensure readability across email clients.
Troubleshooting
Reminders not sending for my event
Check that your event is published (not a draft) and not cancelled. Also verify that the event's start_time is in the future and within the reminder window. The system only sends to events on Elevate or Amplify plans.
Attendee says they didn't receive a reminder
Check the ticket buyer's reminder columns in the database. If the column is NULL, the reminder hasn't been sent yet (the cron may not have run for that window). If timestamped, the email was sent — check spam folders or Brevo delivery logs.
Wrong time shown in the email
Ensure your event has the correct timezone set. The system uses the event's timezone field to format dates. If no timezone is set, it defaults to America/New_York.
Confirmation email not including cross-promotions
Cross-promotions require the organizer's promotion settings to be enabled (promote_others_enabled). Check user_promotion_settings for the organizer. Also, there must be eligible events from other organizers to promote.
Frequently Asked Questions
Want the full feature overview?
See interactive demos, pricing details, and use cases for Automated Email Sequences on the feature page.
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