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I know you can schedule reminders, but you can't choose a date and time, only a date (when does it send if you choose the same day?), otherwise you have to choose a time before the event or after the event.

I just want to send an email right now and I don't want to have to create a group to do it. This is a basic feature in competing platforms - is there something obvious i am missing?

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  • it might help clarify the issue if you explain if the goal is a/ i just want to email all existing participants of the event 'now', or b/ i want to email participants immediately they register. I can see both interpretations to the Subject
    – petednz - fuzion ♦
    Sep 2, 2020 at 18:55
  • You're getting comments both for, "I want to send an email automatically as people register" and "I want to send an email to all registered participants." Could you please clarify which is intended?
    – Jon G - Megaphone Tech
    Sep 6, 2020 at 11:54

5 Answers 5

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If your event has more than 50 participants, then you could install the 'Transactional Email' extension, (nz.co.fuzion.transactional), which allows you to send emails using CiviMail to search results. We use this for many purposes.

It has really helped us to be able to send an email to event participants/members, using the full capabilities of CiviMail - draft emails, result tracking, spam protection, etc etc.

If people have booked on an event or a membership with your organisation then European GDPR rules allow you to email them, since they are deemed to be interested in you. (Providing, of course, that your email is actually about what they booked! :-) ).

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  • hmm. i had totally forgotten about that capability
    – petednz - fuzion ♦
    Sep 2, 2020 at 18:56
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Can you create a activity reminder of type event registration and send the reminder after 0 hour of activity date time?

enter image description here

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  • I think that would work - but event sign up does not appear as an option. Also - I assume I would have to disable it after completing if we are going to send other emails.
    – themak
    Aug 28, 2020 at 16:54
  • there should be an activity of type event registration which you can use. Its created after user registers for an event
    – Pradeep Nayak
    Aug 28, 2020 at 20:47
  • When I try to create a schedule reminder, I do not see Entity option..
    – Tapash
    Aug 28, 2020 at 21:23
  • The above screenshot is taken from dmaster(dmaster.demo.civicrm.org/civicrm/admin/…), do you have any custom extension that hides the entity option?
    – Pradeep Nayak
    Aug 28, 2020 at 21:41
  • This is what I see - Drupal 7, Civi 5.28.2 imgur.com/a/vllYnk2
    – themak
    Aug 28, 2020 at 21:55
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You can go to where you see your event participants list, select the participants, click Actions and click Email - send now(to 50 or less).

Obviously you can only use this option properly if the number of participants is less than 50.

enter image description here

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  • Yeah - unfortunately there are a few hundred participants.
    – themak
    Aug 28, 2020 at 16:34
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You can create a smart group of all participants, and then send a mailing to the group members.

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  • i think his goal is the information is sent out as soon as some registers for the event.
    – petednz - fuzion ♦
    Sep 1, 2020 at 20:27
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You could probably set this up via CiviRules where the Trigger is 'registration activity' and the filters are for Event X and the Action is 'send email' (needs email api extension as well as civirules)

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