Remind participants before your event

Updated 7 October 2026

Remind participants before your event (0:37)

People buy tickets weeks ahead and then forget. This automation holds every new participant until a date you choose, such as 9:00 the morning before the event. Then it emails them the time, the venue and their ticket. You build it once per event.

What you need

An event form with a date, and the date and time you want the reminder to go out. The example uses the demo event “Kopi Kampung Coffee Festival 2026” on 17 October 2026 at 9:00.

Build it

Start from a blank automation (see Create an automation):

Go to Automations and click New Automation. Name it after the event, such as “Coffee Festival Reminder”, and click Create.
Click Add Node and choose Participant Created. Double-click the trigger, choose your event in Specific Event Form and click Save Trigger.
Click Add Node and choose Delay. Double-click it and choose Until a Date & Time. Set Date & Time to the time of the reminder, for example 16 October 2026, 09:00. Click Save Delay.
Click Add Node and choose Send Email. Double-click it, fill it in as below and click Save Email.

Field Type

Action Name Festival reminder

Recipient Email {attendee_email}

Email Subject See you tomorrow at {event_name}

Email Content The message below
```
Hi {attendee_name},
{event_name} is tomorrow, {event_date} at {event_time}.
Venue: {event_location}
Your ticket: {ticket_name}, seat {seat_number}
Show your ticket at the door: {ticket_url}
See you there,
{business_name}
```
Click Update Automation.

Field	Type
Action Name	Festival reminder
Recipient Email	`{attendee_email}`
Email Subject	`See you tomorrow at {event_name}`
Email Content	The message below

The finished workflow:

The workflow canvas with Participant Created, Wait Until Oct 16, 2026 at 09 and Festival reminder

BCL fills in the message from each participant’s ticket:

Variable	Example
`{event_date}` / `{event_time}`	17/10/2026 / 09:00
`{event_location}`	Dewan Kopi Kampung, Jalan Kopi 1, 50450 Kuala Lumpur
`{ticket_name}` / `{seat_number}`	Normal / B1-006
`{ticket_url}`	A link to the participant’s ticket

Leave out {seat_number} if your event has no seat numbers. BCL sends one email to each participant. So a buyer with three tickets gets three reminders if all three use their own email.

Test it

Check the recipe with a test run before you rely on it:

Buy a ticket for the event in Test Mode.
Open the automation and click Overview. The new participant shows as Running, with “Resumes” and the time left.
Click View on the run. Pending Delays says when it will resume, and the email step waits as a pending node.

On the chosen date, BCL sends the email and the run changes to Completed.

Tips

These tips help you get more from this recipe:

Build the automation when you open ticket sales. It queues only the participants that come in while it is active.
Keep it active until the reminder goes out. If you turn it off, BCL cancels the queued runs when their time comes.
Send a WhatsApp reminder too. Add a Send Wabot, Send Wasapbot or Send Nakwasap step after the delay with {attendee_phone}. Most people read WhatsApp sooner than email.
Cancel reminders for a postponed event. Use Actions → Cancel 3 Pending on the Overview page (the number shows how many runs wait). Runs that already wait keep the date that they started with. So change the Delay before new registrations come in.

Common issues

The Event Registration Reminder template waits 1 day. Does it remind people before the event?

No. Its delay counts from the moment each person registers, not from the event date. For a reminder the day before the event, use a Delay of the type Until a Date & Time, as in this recipe.

Delay Action Settings with Until a Date & Time and the Date & Time field

See it in the steps

What happens to people who register after the reminder date?

When the workflow reaches a date that is already in the past, that branch stops. The history shows the delay as skipped. Late registrants get their ticket email but no reminder.

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