How to send automated event reminders with Flow in 3 simple steps
Looking to ensure your customers never miss a game or an appointment? Automatise individualised reminders for events like a sports events or photoshoot registrations, ensuring every attendee gets a timely nudge even if they signed up at different times.
Step #1. Select your event date field
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Open your Flow builder and locate the step where you want to add the reminder.
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Choose the option to trigger the action based on a specific date, such as "Photoshoot Registration Date".
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Ensure you are using an individual trigger; this ensures each person receives their own email, rather than grouping everyone into a single message.
Step #2. Set the reminder to send before the event
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Navigate to the timing settings to decide when the email should land in the inbox.
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Use a minus sign (-) when entering the time to tell the system to send the email ahead of the event.
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For example, enter -24h to ensure the reminder goes out exactly one day before the scheduled start time.
Step #3. Avoid common scheduling mistakes
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Check that you haven't entered a positive number, as the system will interpret this as an instruction to wait until the event is already over.
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Define a narrow delivery window, such as -24h for the minimum and -23h 52min for the maximum, to ensure the email triggers promptly.
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Save your Flow and perform a test to confirm the email is scheduled for the correct pre-event period.
Final thoughts
By setting your reminders to trigger before the event date, you can automate your communication and improve attendance rates. Fail to use the minus sign in your settings, and your reminders will arrive after the event is finished — it’s as simple as that.