(DM-3) Attendee Information Messages

We are now going to look in full detail at all the possibilities you have with attendee information messages: Place Booked, Joining Instructions, Just Before, Just After and the other customised messages you can create.

Information Available

It is important to realise that:
Attendee information messages are generic to all attendees. They are able to contain information about the activity, but cannot contain information about specific payments received or payments due.

Shortcodes Available

These messages can use shortcodes connected to the Sender, Contact and Activity only.
See the lesson on Shortcodes for more information.

Supplied Message Content

This is the wording of the default messages that are supplied when you first set up your account. You can edit these messages to use the words and formatting that suit your branding, as well as including images.

"Place Booked" Message

This message is always sent automatically when your client books.
Dear [First Name],
This email is to confirm we have received your booking for our [Event] being held in [Location Area] [On Event Date]. We will send you further details about the workshop shortly.
We look forward to seeing you.
Best wishes,
[From First Name]

"Joining Instructions" Message

This message is sent if and when you choose.
Dear [First Name],
Thank you for registering for our [Activity], being held in [Location Area] [On Event Date]. Here is the information you need to be prepared for your arrival.
We look forward to see you!
Best wishes,
[From First Name]

"Just Before" Message

This message is sent if and when you choose.
Dear [First Name],
We are looking forward to see you at the [Activity] on [Start Day]. Here are some final details we would like you to know before you come.
We look forward to seeing you!
Best wishes,
[From First Name]

"Just After" Message

This message is sent if and when you choose.
Dear [First Name],
It was great to see you a few days ago at our [Activity].
Best wishes,
[From First Name]

Different Activity Scenarios

Depending on the nature of your activity, you may not need to use all four of these messages, or you may need many more. Let's run through a few scenarios and the best way to manage them.

Simple Activity

For a simple activity, for example a regular weekly class, you may only need the Place Booked message. You may include in that message the details of how to find the venue and what items to bring with you.

Medium Complexity Activity

With a more complex activity, maybe which isn't run so often and where clients book several months in advance, you may use some or all of the last three messages.

High Complexity Activity

You may host an activity which runs over several separate sessions and you want to send your attendees one or more messages between each session. In this case you are likely to use all of the standard messages, and create many custom messages too.

Custom Attendee Messages

So let's discuss how you create and manage custom attendee messages.
  • When inside an activity, go to the Messages - Custom area
  • Click on [+Add] in this area to create a new custom attendee message
  • Edit the message contents
  • Assign a short Message Topic
  • Click on [Save]
A check box will appear, "Ready to Send"
  • Check this box when you have completed the message and are ready to send it, and click on [Save]
Custom attendee messages are sent from the Bookings - Messages area in the same way that the standard attendee messages are sent. You can read about this in lesson SM-1.

Custom Attendee Message Templates

If you have custom attendee messages which you send with similar content for multiple activities, you can define those messages as "Templates" and then copy them to the activities where you need them:
  • Go to Activities - Default Messages
  • Create and manage the messages in the Custom Messages area.


We have seen that Attendee Messages are designed to be sent to all attendees, and contain information about the activity, and not about payments.
We've looked at the contents of the four standard attendee messages, and discussed situations where you may want to use some or all of them.
We've finally looked at how on more complex activities you may want to create your own custom attendee messages, and we've discussed how to create and manage these.