How to Create and Send Scheduled Emails to Event Registrants

By Matt Todaro
Founder, Head of Product
  1. After opening a form’s admin page, navigate to the Scheduled Emails tab.

  2. Click the Create Broadcast button to open the modal window.screenshot

  3. The default option selected for the Send From Email field will be your club's Organization Email (you can set this in your Club Settings). This field can be changed to any email assigned to your club's coaches/staff members (the email field in their member profiles).

  4. The default option for When To Send is Send Broadcast Immediately. If you would like to schedule this email to send in the future please select the Schedule Broadcast option instead.

    • A new row will appear with Date / Time fields.

    • Emails will be sent according to the Timezone that you have selected in your Club Settings (defaults to Eastern). If your emails are firing off at the wrong time this setting will probably need to be tweaked.

  5. Enter a Subject for the email

  6. Enter your Message Content.

    • You can click the Preview button above the Message Content field to preview exactly how it will display to your recipients.

    • Scheduled Broadcasts in the Form Editor do not support merge tags at this time.


  1. Click the Create Broadcast button.

    • If the email was scheduled sometime in the future you will have the ability to edit/delete this broadcast before it sends.

    • Scheduled emails will be sent to those with an active form submission at that scheduled time.

    • For clarification, if five athletes signup on Monday, you write an email on Tuesday and schedule it for Friday, and 15 athletes signup on Thursday.. when your email sends on Friday it will be sent to all 20 athletes.

    • If one parent registers multiple children (let's say three of the 20 registrations from above were from one family) we will only send one email per email address.. so in this case we'd send 18 individual emails (since two of those three children would technically be a duplicated parent email address).

Article Series:

Form Builder

How to Create and Publish a Form
Where Can I Find the Form Link For Parents?
How to Clone an Existing Form
How to Set Automatic Registration Open & Close Dates
How to Collect Additional Information Beyond Default Form Fields
How to Add Custom (non-standard) Fields
How to Set a Registration Limit
How to Manage Form Pricing
How To Require Parents to Sign/Upload Documents When Submitting a Form
Form Actions - What are they and what can we do with them?
How to Edit a Scheduled Form Broadcast Before it Sends
How to Cancel a Scheduled Form Broadcast
How to View Form Broadcasts That Were Sent Previously
How to View Form Submissions
How to Add a Payment To an Unpaid Form Submission
How to Manage the Check-in Process With Non-Admin Staff