How To: Send a Meeting Reminder to Registrants

Meeting reminders are a valuable tool to increase meeting attendance.  They can be sent manually or scheduled to go out automatically.  Scheduled emails can be scheduled once and set to go out for all future meetings while those sent now can be customized with information specific to each meeting.

Send a Meeting Reminder Now

  • Go to Communications > Email Manager

  • Hover over the Send an Email button and select Send Now

  • Select the Mailing Type > Meeting Email (The Template will auto-fill to Meeting Email)

  • Select the desired meeting from the Meeting drop-down

  • Click Next

  • Click Next 3 times to pass through the Content and Attachment screens

     Tip: You can add additional information on the Content screen, but be careful to not disrupt any variables or formatting within the template.

  • Click to open the Meeting Registrants and Non-Registrants section 

  • Verify that the desired meeting is shown on the drop-down 

  • Click Add to include All Meeting Registrants, All Member Meeting Registrants, or All Non-Member Meeting Registrants as needed

  • Click Next

  • Proofread any edits that you made and click Send Email

Schedule a Meeting Reminder for a Future Date

  • Go to Communications > Email Manager

  • Hover over the Send an Email button and select Schedule for Later

  • Name your email something general since it can be set to go out for multiple emails

  • Select the Mailing Type > Meeting Reminder 

  • Select a specific meeting or set the Specific Meeting drop-down to Any Meeting to include all future meetings

  • Click Next

  • Set the Frequency and Start Date and End Date for this mailing.  Select No End Date to have meeting reminders sent until manually canceled.

    Tip: 3-7 days prior to a meeting is the most effective range for most meetings.

  • Click Next

  • Enter a general Subject that will work for all included mailings

  • Click Next to pass the Attachments screen

  • Click Add to include All Meeting Registrants, All Member Meeting Registrants, or All Non-Member Meeting Registrants as needed

    Tip: The recipients will be included based on their registration status at the time the email is sent and not when it is scheduled.

  • Click Next

  • Confirm your Schedule settings and click Final