Sending, and scheduling emails

Make your template live, send immediately to handpicked guests, or schedule for later – all from one place.

Once you have designed and tested your email template, it is time to get it into the hands of your guests.

Activating a template

Before you can send an email to guests, you must activate the template. Activation is like turning the key — it makes the template ready for use but does not send anything yet.

How to activate a template

Go to Manage Templates → Emails.
Find the template you want to activate.
Click Edit and change the status from Draft to Activate. Alterntively you can also click the Activate button when you are in the Email Designer.
Click Save to Confirm activation.

What happens after activation

The template status changes from "Draft" to "Active."
The template becomes available to select when sending emails.
You can no longer edit the template.

Important: Once a template is activated, you cannot edit it. This protects your email content from accidental changes after guests have started receiving it. If you forgot something, copy the template to create a new draft, make your changes, activate the copy, and archive the old one.

Sending an email manually (by selecting guests from the guest list)

You can send an email to one guest, a few specific guests, or a handpicked selection from your guest list.

How to send an email manually

Go to your event's Guest List page.
Select the guests you want to email by checking the boxes next to their names.
- Check individual boxes to handpick specific guests.
- Use filters (e.g., by status) to narrow down the list, then select the ones you need.
Click the Send Email button (above the guest list).
Choose an active template from the dropdown menu.
Review the recipient count (e.g., "Sending to 12 guests").
Click Send.

What happens after sending

The email is queued and sent immediately.
Each selected guest receives their own personalized email based on your designed template.
Guests who were not selected receive nothing.

Example scenarios

Scenario	Action
Send a personal invitation to a VIP guest	Find the guest → Check their box → Send Email
Resend a confirmation to a small group who didn't receive it	Search or filter to find those guests → Select their boxes → Send Emails
Send a last-minute update to specific guests	Handpick the affected guests → Send Email

Scheduling an email for later

Want an email to go out automatically tomorrow morning or next week? Use the scheduling feature.

How to schedule an email

Go to Manage Templates → Emails.
Find the active template you want to schedule.
Click the Schedule button.
Choose which guests to send to:
- All guests – Send to everyone on the guest list
- By status – Select specific statuses (e.g., Confirmed, Unconfirmed, Checked In)
Pick the date and time for sending.
Select your time zone.
Click Schedule.

When to use scheduling

Use case	Status filter	Timing
Invitation	All guests	4–6 weeks before event
Reminder	Unconfirmed	1 week before event
"Tomorrow is the day"	Confirmed	1 day before event
Thank you email	Checked In	1 hour after event ends
Feedback request	Checked In	1 day after event

Example: Sending a reminder to unconfirmed guests

You want to send a reminder email to everyone who has not yet responded.

Open the schedule settings for your reminder template.
Choose By status → select Unconfirmed.
Set the date and time.
Click Schedule.

The email will go out automatically to all guests with Unconfirmed status.

Canceling a scheduled email

Changed your mind? Need to update the content or timing? You can cancel a scheduled email before it sends.

How to cancel a scheduled email

Go to Manage Templates → Emails.
Find the template with an active schedule (it will show as scheduled including the time instead of the Schedule button).
Click the red X to Cancel the scheduled email.
Confirm cancellation.

What happens after canceling

The email will not be sent.
The template remains active and can be rescheduled or sent manually.
No guests receive the email.

Note: You can only cancel a schedule before the send time. Once the email has started sending, you cannot cancel it.

Comparison: Send manually vs. Schedule

Feature	Send Manually	Schedule
Immediate sending	✅ Yes	❌ No (waits until set time)
Handpick individual guests	✅ Yes (from guest list)	❌ No (by status or guest list only)
Select by status	✅ Yes (filter first, then select)	✅ Yes (built into scheduler)
Set future date and time	❌ No	✅ Yes
Cancel before sending	❌ Not applicable	✅ Yes (until send time)
Edit template after scheduling	❌ No (must be active)	❌ No (must be active)

Pro tips

Activate templates early. Get your templates activated as soon as they are ready. You can always schedule them for later.
Use status filters for scheduling. Send reminders only to Unconfirmed guests. Send thank you emails only to Checked In guests. This keeps your communication relevant.
Test your schedule. Schedule a test email for 5 minutes in the future to confirm everything works.
Check your time zone. If your event is in New York but you are scheduling from London, make sure the time zone is correct.
Keep an eye on scheduled emails. The template overview shows which emails are scheduled. Check back before the event to confirm everything is set.

Creating new email templates
Testing emails and viewing as guest
Archiving and deleting email templates
Copying email templates