Review Automated Client Reminder Emails

Learn how to review and understand the automated 14-day and 7-day reminder emails sent to clients for outstanding event booking requirements.

May 18, 2026 By Heidi Badenhorst

This guide explains how to review and interpret the automated reminder emails sent to clients before their events. Tracking these notifications ensures you know what information is still outstanding from the client to finalize their booking.

This workflow applies to event coordinators and booking managers responsible for monitoring client communications and ensuring all event requirements are met prior to the event date.

Comparison of Automated Emails

Email Type	When to use	How it works	Indicators
Two-Week Reminder	14 days before the event	Gently reminds clients of missing details (e.g., deposits, dietary requirements).	Missing items are marked with a gold diamond.
One-Week Final	7 days before the event	Urgently requests missing information before the 24-hour cutoff.	Missing items are highlighted with red warning bars.

Reviewing the Two-Week Reminder

Fourteen days before an event, the system checks the booking history for outstanding items (like a delegate list, deposit, or dietary requirements).

Step #1: Click Two Weeks To Go - Action Required to view the automated email sent to the client. — Click **Two Weeks To Go - Action Required** to view the automated email sent to the client.

The email includes a status update detailing what has been received (e.g., signed terms and conditions) and what is missing.

Step #2: Review the email body and locate the instruction to action any items marked with a gold diamond. — Review the email body and locate the instruction to **action any items marked with a gold diamond**.

Step #3: Check the list for any outstanding items, such as the final delegate list or dietary requirements, which the client must provide. — Check the list for any outstanding items, such as the final delegate list or dietary requirements, which the client must provide.

If the booking form is updated manually to indicate these items have been received, this automated email will not generate.

Reviewing the One-Week Final Reminder

If items are still outstanding seven days before the event, a more urgent email is sent.

Step #4: Click One Week - Final to open the urgent reminder email. — Click **One Week - Final** to open the urgent reminder email.

This email features stronger wording, reminding the client that no changes can be accommodated within 24 hours of the event. Critical missing items are clearly highlighted with red bars so the client knows they require immediate action.

Both automated emails run daily at 8:00 AM, checking if any event is exactly 7 or 14 days away. Ensure booking forms are updated promptly to prevent unnecessary reminders from sending.

FAQ

Q: Will the client receive these emails if they have already provided all the required information?

A: No. If the booking form is updated to show that all requirements (deposit, delegate list, dietary info) have been received, the automated reminders will not generate.

Q: When do the automated reminder checks run?

A: The system checks daily at 8:00 AM to see if an event is exactly 7 or 14 days away, and populates the email based on the booking's current status.