Pre-event reminder emails
A pre-event reminder email is a message sent to every invited guest before your event begins. You send it yourself, when you decide the moment is right: pick a template, optionally narrow it to one ticket tier, send a test to your own inbox, then press Send now — the email goes out to every matching guest immediately.
This page walks you through configuring, testing, and sending your pre-event reminder from the Email tab of the event page in the CMS.
Who receives this email?
Section titled “Who receives this email?”Pre-event reminders are sent only to guests who have already been invited (who already appear on your guest list). There is no “include unreviewed guests” option here — the purpose of the message is to remind people who are confirmed to attend.
Three-step send
Section titled “Three-step send”-
Open the event page in the CMS (app.qrs.com.vn), go to the Email tab, and find the Pre-Event Email card.
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Under Template, pick one from the dropdown. A template is the content (subject, greeting, event details) that will be sent. If you have no templates yet, create one first — see Email templates.
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(Optional) Under Filter by tier, pick a specific ticket tier to send only to that group, or keep All tiers to reach everyone. Then press Send now and confirm.
When should I send it?
Section titled “When should I send it?”The send happens the moment you press Send now, so pick the moment yourself. A few suggestions:
| Event type | Suggested send moment | Why |
|---|---|---|
| Daytime (conference, workshop) | 1–2 hours before start | Guests can arrange, won’t forget |
| Evening (gala, party) | Afternoon of the same day | Reminds guests about dress code, venue |
| Multi-day / travel-required | 1 day before | Guests have time to travel |
| With add-on sessions / booths | 2–3 hours before | Guests can pick sessions early |
Filtering by tier
Section titled “Filtering by tier”By default the email goes to every ticket tier. If you want only certain tiers to receive it (for example, only VIP guests get a separate welcome-lounge note), select that tier under Filter by tier. The other tiers will not receive this email.
Sending a test
Section titled “Sending a test”Send Test lets you preview exactly what a guest will receive, including their rendered ticket, before you send to everyone. A template must be selected first.
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Pick a template on the card. Send Test stays disabled until one is selected.
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Click Send Test. A dialog opens with two fields: a searchable guest list and Recipient email (the inbox you want the test delivered to).
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Pick any guest. Their name, tier, and QR are used to render the email, so the preview matches what they would get in the real send.
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Type the inbox you want to inspect. It does not have to be that guest’s own email, and the guest does not need an email at all.
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Click Send Test. A “Test email sent” toast confirms.
The test goes through the same delivery path as the real reminder, so it is identical to what the chosen guest would receive in the real send, designed ticket and PNG attachment included.
Sending to everyone
Section titled “Sending to everyone”Send now sends the reminder to every matching guest. Because one click emails your whole guest list, the button first opens a confirmation:
Send to all guests now? — This immediately emails all matching guests and cannot be undone.
Confirm, and the batch is queued for delivery — you’ll see an “Emails queued for sending” toast. Every send is recorded in the send history on the event’s Guests tab.
To send again later (for example after updating the template with urgent news), just pick the template and press Send now again — each send you trigger is a fresh batch.
What’s in the email?
Section titled “What’s in the email?”The email content comes from the template you choose. The system fills in the following information automatically:
- Guest name, email, and ticket tier
- Event name, start time, and end time
- Venue name and venue address
- An unsubscribe link (each guest gets their own)
The reminder also carries the guest’s fully designed ticket. The system renders the same ticket design used for invitations and issued e-tickets (the design set for the guest’s tier, or the event’s default design), embeds the guest’s real QR code inside it, shows the ticket image inline, and attaches a downloadable PNG copy. For guests this is the point of the email: they see their actual ticket, not just a text reminder.
Notably, pre-event reminders do not include attendance stats (check-in rate, how many have arrived) — because the event hasn’t happened yet, those numbers would be meaningless. If you want to send statistics after the event ends, that’s the Post-event email.
Practical tips
Section titled “Practical tips”- Send a test first. Pick a guest, point the test at your own inbox, and read the result before emailing everyone.
- Check the template before sending. Make sure it has the correct event name, time, and venue.
- Mind the timing. Not too early (guests forget) and not right at doors-open (no time to react). 2–24 hours before is a safe window for most events.
- Guests in other timezones still receive the email the moment you send it — the event time inside the email is shown in the event’s timezone.