Emailing attendees
Write one message to everyone holding a ticket, schedule it, personalise it, and see who got it.
Sometimes you need to reach everyone who bought a ticket: parking instructions, a virtual link, a thank-you after the show, a warning about a schedule change. The event email tool sends one message to every attendee for that specific event.
Composing an email
- Go to Events then My Events.
- Click the event whose attendees you want to email.
- Click the three-dot More menu in the top right and choose Send Email.
Subject
A short, clear subject line. This is what shows up in the inbox, so make it specific:
- "Tomorrow's doors open at 7 PM"
- "Your livestream link inside"
- "Thanks for coming, here's what's next"
A vague subject like "Update" gets ignored or marked as spam.
Writing the body, or using a template
Under Email body you have two options:
- Write it here gives you the rich-text editor for paragraphs, links, lists, and images. The message has to be at least 10 characters.
- Use a saved template lets you pick one of your saved email templates from the Template dropdown, so a show reminder you have already designed once can be reused for every event.
If you have no saved templates yet, TribeNest tells you so and points you at Emails then Templates. See creating a template.
Whichever you pick, keep it short and skimmable, put the most important detail at the top, and sign off with your name so it feels personal.
Personalising it
You can drop merge tags into the subject line as well as the body, and they are replaced for each recipient:
- their first name,
- their last name,
- the address it was sent to,
- the name of the event.
Write a line that still reads without the name
A buyer who left their name blank sees nothing in its place. "Hi," is fine. "Hi , your ticket" is not.
Choosing when it goes out
Under When to send you get three choices.
Send now
The message starts going out as soon as you click Send Email.
At a specific time
Pick a Date, a Time, and a Timezone, and TribeNest holds the message until then. A fixed time never moves, whatever happens to the event.
Relative to the event start
Set Days, Hours, and Minutes, then choose Before the start or After the start. TribeNest shows you the exact date the message will go out as you type, and warns you if the offset you picked has already passed.
A relative time follows the event
A relative time is measured against the event start every time it is checked, so postponing the show carries the email with it. A specific date and time never moves.
Sending
Click Send Email, or Schedule Email if you set a time. The message reaches every active ticket holder for the event, including anyone you issued a complimentary ticket to. Cancelled and refunded orders are not included.
There is no undo on a send
Once a message starts going out you cannot pull it back. Double-check the subject, the time of day, and any link before you send. A scheduled email can still be cancelled up until it goes.
Tracking what you sent
Every email for an event shows up in the Sent Emails card at the bottom of the event page. Each row shows the subject, a status badge, the date, and a View Report link.
Status can be:
- Scheduled, with the date it is due to go out.
- Created, meaning it is queued.
- Processing, meaning it is going out now.
- Sent, meaning delivery finished.
- Cancelled, for a scheduled email you called off.
Cancelling a scheduled email
Find the scheduled row in Sent Emails and click Cancel. You are asked to confirm by subject and date, and it will not be sent.
The delivery report
Click View Report on any email to open the full report.
Four cards at the top show Total Recipients, Sent in green, Failed in red, and Pending in yellow.
Underneath, a Recipients table lists every recipient with their Email, Name, Status, Sent At, and Failed At.
Resending pending emails
If some recipients are still Pending, usually because of a temporary delivery hiccup, open the report and click Resend Pending at the top right. Everyone still pending is queued again. Sent and failed recipients are untouched.
Failed usually means a bad address
A Failed status almost always means the address is invalid or the inbox rejected the message, which resending will not fix. Reach the attendee another way if it matters.
Emailing a whole run of dates
If your event is part of an event series, you can write one message to everyone holding a ticket to any live date, sent once per person however many nights they are coming to. Open the series and click Email everyone in this series. Emails sent that way are listed on the series, not on the individual events.
Automatic emails you do not have to write
TribeNest already sends, on its own:
- the ticket confirmation, with the tickets attached, add-to-calendar links, and a calendar file,
- reminders 48 hours, 24 hours, and 1 hour before the event, unless you turned those off on the event form,
- a cancellation notice with the reason you gave, if you cancel the show,
- the new date, if you postpone it,
- a waitlist offer, when a seat frees up.
Your own emails are for everything else.
Common things to send
- One week before: a friendly reminder with the date, time, and what to expect.
- The day before: final logistics, parking, doors, dress code, and the link if it is online.
- Day of: a short "see you tonight" with the one critical detail at the top.
- The day after: a thank-you, a link to photos or a recording, and a nudge to join your memberships.
Where to next
- Want to email people who are not yet ticket holders? See the emails section.
- Need to check who actually showed up? Head to the door and box office.
- Looking for a specific sale to follow up on? Browse ticket orders.