Event Emails & Notifications

Medtribe allows you to send custom emails to event attendees. You can send emails immediately or schedule them to be sent automatically at specific times relative to session start dates. This guide covers how to create and manage event emails.

Creating Event Emails

Course emails are custom messages you can send to attendees of specific sessions. They're created at the course level and can be associated with one or more sessions.

Basic Email Setup

1. Navigate to your event
2. Go to Emails section
3. Click Create Email
4. Fill in the email details:
   • Subject – Email subject line
   • Content – Rich text email body
   • Reply To – Optional reply-to email and name

Selecting Recipients

Choose who receives the email:

• All Booked Attendees – Everyone with a booking
• Specific Tickets – Only attendees who booked specific ticket types
• Specific Schedules – Only attendees of selected sessions

Scheduling Options

You can send emails:

• Immediately – Send right away
• At a Specific Date/Time – Schedule for a future date
• Relative to Schedule Start – Automatically send X days/hours before or after session start time

For relative scheduling:

• Choose the reference point (session start)
• Set direction (before or after)
• Set duration (e.g., 2 days before, 1 hour before)

Email Variables

You can use dynamic variables in your email subject and content that will be replaced with actual values:

• Attendee's first name
• Event name
• Schedule dates and times
• Location or meeting link
• Booking management URL

Variables are automatically replaced when the email is sent.

Managing Event Emails

Editing Emails

You can edit event emails as long as they haven't been sent yet. Once a scheduled email has been sent to a session, it cannot be edited for that session.

Viewing Email Status

Check which sessions have received the email and when they were sent.

Duplicating Emails

Duplicate existing event emails to create similar emails for other events or sessions.

System Emails

Medtribe also sends automatic system emails for:

• Booking Confirmations – When someone books an event
• Certificate Delivery – When certificates are generated
• Enquiry Responses – When you respond to event enquiries

These are handled automatically and don't require configuration.

Best Practices

• Clear Subject Lines – Make it easy for recipients to identify the email
• Timely Reminders – Schedule reminder emails 24-48 hours before session start
• Relevant Content – Include important details like location, time, and what to bring
• Test First – Send test emails to yourself before scheduling
• Review Before Sending – Double-check recipient lists and content

Troubleshooting

Email not sending?

• Check that the session has attendees
• Verify the scheduled time hasn't passed
• Ensure recipients have valid email addresses

Variables not replacing?

• Variables are replaced when the email is sent, not when you create it
• Preview the email to see how it will look

For email-related issues, contact support@medtribe.com.