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Reminders

Parent Events sends reminder emails automatically. Every event with bookings sends a morning reminder on each day of the event to the people booked that day, and staff receive a post-event summary the morning after the last day. You can change the time of each reminder, turn one off, or add extra reminders on other days from the Reminders section of your event.

Reminders are only sent to attendees or staff who:

  • have a booking the reminder covers (see below), or in the case of post-event summaries, who had at least one booking on the event
  • have not opted out of receiving emails from Parent Events
  • have a valid email address

For a three-day event, with an added reminder for staff two days before, that looks like this:

  1. 2 days beforeAdded reminder
  2. 1 day before
    No emails
  3. Day 1Event day
  4. Day 2Event day
  5. Day 3Last event day

    A family booked only on day 3 gets this reminder, and no other.

  6. Day after

Event day reminders​

On each day of the event, a reminder goes to every attendee and staff member with a booking later that day. It lists their bookings for the rest of that day and any later days of the event, with their full timetable attached, and opens with how many they have today and how many come after. People with no booking that day are not emailed, so a family booked only on the last day of a three-day event receives one reminder, on that day.

Reminders go out at 7 AM by default. To change the time for a day, or to stop a reminder being sent that day, choose a time or Don't send a reminder in the table and select Save reminder times. Attendee and staff reminders are set separately, so you can, for example, send staff their schedule earlier than families.

Tip

Bookings that have already started when a reminder goes out are left out of it. If you move a reminder to the afternoon, anyone whose only booking that day was in the morning will not receive it.

Adding a reminder on another day​

You can add a reminder on a day that is not an event day, for example two days before the event to staff only:

  1. Select Add reminder at the top of the Reminders page.
  2. Choose the date, the time, and who it should go to: attendees and staff, attendees only, or staff only. The 1 day before, 2 days before and 1 week before shortcuts fill in the date for you, counted back from the next day of the event. Once an event has started, they count back from its next remaining day.
  3. Select Add reminder.

The reminder goes to everyone in that audience with a booking still to come, and lists all of their upcoming bookings with their full timetable attached. Added reminders appear in the table alongside the event days and can have their time changed in the same way. If you send to attendees only or staff only, the other audience shows Don't send a reminder for that day, and you can choose a time for it there later.

A reminder you add must fall before the last day of the event, on a day that is not already an event day (event days have their own reminders). If you change the event's dates, added reminders stay in place as long as they are still before the last day. An added reminder that ends up on an event day becomes that day's reminder and keeps the time you chose, and one that ends up after the last day is removed.

To remove an added reminder, select the bin icon next to its date. Reminders that have already been sent cannot be removed.

If every attendee and staff reminder for an event is switched off, the event's readiness checklist suggests turning them back on, so families are not left without a reminder by accident.

Post-event staff summary​

The morning after the last day of the event, every staff member who had at least one booking on the event receives a summary email. The summary includes their bookings together with any notes they wrote during the event from the My Day console and any notes the attendees had on their profile. The summary is delivered as an attached PDF so staff can keep their own record of the conversations they had, or refer back to the notes when following up with families later. Its time can be changed in the last row of the Reminders table.