Sending event reminders to attendees

Purpose

1. Automating the sending of event reminders ensures archery club attendees consistently receive timely notifications about upcoming classes, tournaments, or club events.

2. Automated reminders reduce no-shows, boost participation, and free club staff from manual outreach, allowing focus on core event and class management.

3. Automating reminders enables multi-channel communication—via SMS, email, push notifications, or messaging apps—covering members with diverse preferences.

4. Automation improves overall event organization, enhances attendee experience, and maintains high engagement for archery club activities.

Trigger Conditions

1. Scheduled event date or class start time is approaching (configurable, e.g., 1, 3, or 7 days prior).

2. New attendee signs up for an event or class.

3. Change to event/class details triggers updated automated notifications.

4. Manual trigger by club admin for last-minute or special reminders.

5. Automated attendee status update (e.g., payment confirmed) prompts reminder scheduling.

Platform Variants

1. Twilio

• Feature/Setting: Configure SMS send; use Twilio API `Messages -> Create Message` with attendee phone, message template, and event variables.
  

2. SendGrid

• Feature/Setting: Automate email reminders via SendGrid API `Mail Send`; insert personalized event data into templates.
  

3. Slack

• Feature/Setting: Use incoming webhook to automate direct message/post in a group for members; send reminders using channel ID and message blocks.
  

4. Microsoft Teams

• Feature/Setting: Automate scheduled messages via Teams connector’s `Send message` action in selected channel or individual chat.
  

5. Google Calendar

• Feature/Setting: Configure automated calendar event invites using Calendar API `Events: insert` with pre-filled reminder settings for all attendees.
  

6. Outlook 365

• Feature/Setting: Automate sending event reminders by integrating with `Create event` in Outlook, enabling built-in reminder emails and notifications.
  

7. Facebook Messenger

• Feature/Setting: Automate direct reminders via Messenger API `Send API` to attendees who connect via club’s Facebook page.
  

8. WhatsApp Business API

• Feature/Setting: Automate WhatsApp notifications by configuring template message send using `messages` endpoint, tied to event schedule.
  

9. Discord

• Feature/Setting: Set up automated message scheduling using Discord API `Create Message` in relevant server channels or DMs.
  

10. Mailgun

• Feature/Setting: Automate email reminders using Mailgun `messages` API with event timing and merged personalization tokens.
  

11. Mailchimp

• Feature/Setting: Use Mailchimp Automations API to trigger "Event Reminder" workflow for segmented attendee lists.
  

12. Zoho CRM

• Feature/Setting: Automate reminder emails using Zoho CRM `Email Notification` workflows based on event or class record field updates.
  

13. HubSpot

• Feature/Setting: Automate scheduled email reminders via HubSpot Workflows using "Contact enrolled" and "Delay until event date" triggers.
  

14. Salesforce

• Feature/Setting: Automate event reminders with Salesforce Flow, leveraging `Send Email` or `Send Custom Notification` elements based on event records.
  

15. ActiveCampaign

• Feature/Setting: Automate email and SMS reminders using conditional automation paths triggered by event tags.
  

16. Pipedrive

• Feature/Setting: Automate sending reminders using Pipedrive Workflow Automation, configuring deal/contact-based triggers.
  

17. Eventbrite

• Feature/Setting: Use Eventbrite Webhooks and the `event_attendee.updated` or `event.start` triggers to send automated reminders.
  

18. Zoom

• Feature/Setting: Automate sending Zoom event reminder emails via server-to-server OAuth and the `meeting:created` or `webinar:created` webhooks.
  

19. Telegram Bot API

• Feature/Setting: Automate event reminders to club members using `sendMessage` endpoint with scheduled job logic.
  

20. SMSGlobal

• Feature/Setting: Automate mass SMS reminders via the SMSGlobal REST API `Send SMS`, using event attendee lists and personalized templates.
  

Benefits

1. Automates outreach, reducing time spent on manual reminder tasks for staff.

2. Automated reminders boost event attendance by keeping archers informed.

3. Enables multi-channel, consistent communication through automated systems.

4. Automating reminders supports scalable club growth and professional operations.

5. Reduces human error via automation, ensuring no attendee is missed.

6. Frees club resources by enabling the automator to handle repetitive communications efficiently.

7. Automation guarantees timely delivery of reminders, increasing event engagement and satisfaction.