Event/webinar reminders and invites

Purpose

1. Automate scheduling, sending, and tracking of event/webinar invites and reminders to maximize attendance and engagement among arcade machine retailers, operators, and industry professionals.

2. Integrate seamless multi-channel outreach (email, SMS, WhatsApp, calendar invites, push notifications).

3. Reduce manual workload by centralizing all touchpoints and enabling automated personalized follow-ups before each event/webinar.

Trigger Conditions

1. Addition of new event or webinar on calendar or event management system.

2. Upload or update of guest/attendee list in CRM, ERP, or email platform.

3. RSVP/registration submission via website form or landing page.

4. Scheduled date/time milestones (e.g., 7 days, 24 hours, 1 hour before event).

5. Change in attendee status (registered, confirmed, canceled).

Platform Variants

1. Twilio SMS

 • Feature/Setting: Programmable Messaging API — automate sending SMS reminders with merge tags for attendee names and event times.
  Sample: Configure webhook to trigger upon calendar update or CRM segment change.

2. SendGrid

 • Feature/Setting: Marketing Campaigns API — schedule and personalize HTML invites/reminders; track opens/clicks.
  Sample: Template with dynamic content; automate triggers from CRM or event system.

3. Zoom

 • Feature/Setting: Webinar API — auto-register attendees, trigger confirmations and reminders; sync with contact lists.
  Sample: Use POST /webinars/{webinarId}/registrants on registration.

4. Google Calendar

 • Feature/Setting: Calendar API — auto-create calendar invites and schedule email notifications for all attendees.
  Sample: Event watcher triggers when new event added in central calendar.

5. Outlook 365

 • Feature/Setting: Graph API (Calendar) — send meeting invites and automated RSVP reminders to lists.
  Sample: Trigger on event creation, use PATCH /events for updates.

6. Mailchimp

 • Feature/Setting: Campaigns API — segment attendees, bulk-email invites/reminders, automate follow-ups.
  Sample: Link audience segment to event registration form.

7. Slack

 • Feature/Setting: Incoming Webhooks or Events API — push reminders to staff channels or DM attendees.
  Sample: Webhook triggers on event change in project management tool.

8. WhatsApp Business API

 • Feature/Setting: Template Messaging — pre-approved event reminders to registered phone numbers.
  Sample: Automated on registration confirmation.

9. Salesforce

 • Feature/Setting: Marketing Cloud API — journey automation for event invitations and multichannel reminders.
  Sample: Trigger journey with list import or lead update.

10. HubSpot

 • Feature/Setting: Workflows & Email API — automate emails based on list membership or deal stage updates.
  Sample: Workflow action triggers when webinar contact added.

11. Marketo

 • Feature/Setting: Program API — automate campaign creation/invite sending for new contacts in event program.
  Sample: Triggered by new lead addition from integration.

12. Eventbrite

 • Feature/Setting: Event Webhooks + Email Campaigns — trigger branded reminders to all registered emails.
  Sample: Webhook triggers reminders at intervals.

13. Microsoft Teams

 • Feature/Setting: Teams Bot API — send channel messages/reminders and direct event joins.
  Sample: Bot announces or reminds in dedicated channels.

14. ActiveCampaign

 • Feature/Setting: Automations — initiate drip email or SMS series upon form registration or tag update.
  Sample: Start automation on list join or tag add.

15. Pipedrive

 • Feature/Setting: Activities API — schedule auto-reminder tasks; integrate with email/SMS modules.
  Sample: Task creation when new event participant added.

16. ZoomInfo

 • Feature/Setting: Action API — enrich event attendee data and automate messaging workflows.
  Sample: Trigger upon contact enrichment.

17. Constant Contact

 • Feature/Setting: EventSpot + Autoresponder API — personalized invites/reminders to segmented lists.
  Sample: Triggered on list subscription or RSVP.

18. Airmeet

 • Feature/Setting: Event APIs — automate invite, reminder, and push notifications for all registrants.
  Sample: Triggered by attendee addition via API.

19. Zoho CRM

 • Feature/Setting: Workflow Rules + Mail Merge — send invites to contacts/opportunities, track status updates.
  Sample: On new event, trigger email sequence.

20. Calendly

 • Feature/Setting: Webhooks + Email Reminder Settings — auto-invite and follow up for confirmed dates/times.
  Sample: Automated notification flow after booking.
 

Benefits

1. Increase show rates and engagement with timely, relevant reminders across multiple preferred channels.

2. Free up marketing and sales teams from repetitive communications, focusing on higher-value activities.

3. Ensure consistency and eliminate human error in event communications.

4. Enable personalized, scalable outreach adaptable to business growth and attendee preferences.

5. Track response rates and optimize future campaigns with actionable analytics.