How to schedule Automatic Emails

Once you have your email templates in place (see Templates), you can schedule automatic emails using different template types. 

If you cannot see this section or get permission denied messages with any of the actions, please contact your Company Admin in order to get the required permissions.

Automatic emails can be scheduled around four dates: Appointment Start Date, Payment Due Date, Event Date, Tasting Start Date, and Transaction Verified Date. You can add as many or as few automated emails per date as needed. 

The date you base an automatic email on, determines which template type is available for you to use.

Each scheduled email can be set to send before or after the date, using days, weeks, months or years. (With exception for the Transaction Verified Date, which is set to be sent immediately upon transaction verification.)

Tip: To send an email on the exact date (e.g., the payment due date itself), select either "before" or "after" and set the value to 0. This effectively schedules the email for the same day.

There are also other settings to ensure the messages are sent at the right time and to the correct customer, filtered by event type and appointment type. This article will show you how to set up and manage automatic emails. 

How to configure an automated email

1. Navigate to Automatic Emails, Venue > Automatic Emails.
2. Click on Actions and select +New Automatic Email
3. Select the various configurations of your automatic email.

• Trigger, the date that the email will be scheduled against- Appointment Start Date (viewings, meetings and item delivery), Payment Due Date, Event End Date, Tasting Start Date, and Transaction Verified Date. Selection of this determines your other options. 
• When, select before or after the date.
• Value, the number of the chosen Units (1, 2, 3….)
• Unit, amount of time to base the scheduling on, day, week, month, or year.

1. There are toggles to either turn on, or not. 
2. • Send after a specific time. By turning this on, you can select at which time the message will be sent after. You may want to choose to send during business hours by choosing after 9:00, so the message seems less automated. If not selected, the message will be sent after midnight. This is not available for Transaction Verified emails as they are sent upon verification.    
   • Only for specific event types. By turning on, you choose which event types receive the message. For example, you can send only weddings a reminder 6 weeks before the event date to submit menu choices. You can select multiple event types. If not selected, all event types will receive the message. 
   • Only for specific appointments (Appointment date only). By turning this on, you select the type of appointment that receives this message. Allowing you to send one reminder for viewings, while another for meetings. Item delivery is the third appointment type. You can select multiple appointment types. If not selected, all three appointment types will receive the message.
2. Select the template to send, the templates available are the types associated with trigger event. See Templates for more information on template types. 
3. Review your configuration to be sure it is as you want. 

Important: Payment Reminders Should Be Generic

Payment reminder emails are triggered based on the payment due date, regardless of what the charge is (e.g., 1st instalment, 50% deposit, final payment). A single payment reminder template will be sent X days before every charge due date on the event.

Because of this, payment reminder templates should use generic wording such as "You have a payment coming up" rather than referencing a specific charge like "Your 2nd instalment is due." Use mail merge tokens (e.g., {{totalDueOnDueDate}}, {{dueOnDate}}) to automatically populate the correct amount and date for each reminder.

Common issue: If you use the {{totalDueToday}} token in a reminder sent before the due date, it will show 0 because nothing is due yet on the day the email is sent. Use {{totalDueOnDueDate}} instead to show the amount that will be due on the upcoming due date. Similarly, if the reminder is sent before the due date, use {{dueOnDate}} to display the actual due date rather than saying "due today."

For more details on financial tokens, see How to create and use Financial Templates.

How to pause scheduled emails

1. Navigate to  Automatic Emails. Venue>Automatic Emails.

2. Navigate to  Automatic Emails. Venue>Automatic Emails.
3. To pause an email, click the orange pause button. There will be a pop up confirmation box. The status will change to Paused.

How activate scheduled emails

1. Navigate to Automatic Emails. Venue>Automatic Emails.
2. To reactivate a paused email, click the green play button. There will be a pop up confirmation box. The status will change to Active.

How to edit scheduled emails

1. Navigate to Automatic Emails. Venue>Automatic Emails.
2. Click on the blue edit icon associated with the email schedule you want to edit. 
3. Edit any of the configurations you need to, including changing the template chosen.

How to delete scheduled emails

1. Navigate to Automatic Emails. Venue>Automatic Emails.
2. To delete a scheduled email, click the red delete icon. There will be a pop up confirmation box. Deletion is permanent.

Best practices for Payment Reminder emails

Use one generic payment reminder template

Payment reminders are sent based on the payment due date, regardless of what the charge is (deposit, 2nd instalment, final payment, etc.). The same reminder template is sent X days before every charge due date. Because of this, you should use one generic payment reminder rather than templates that reference specific payments like "50% due" or "final payment due". Having multiple payment-specific templates will cause confusion, as the wrong template may be sent for the wrong charge.

Keep the wording generic and use tokens

Do not hardcode payment names or amounts into your templates. Instead, use tokens (mail merge fields) such as {{totalDueOnDueDate}} and {{dueOnDate}} to automatically populate the correct amount and date for each charge. For example, write "You have a payment of {{totalDueOnDueDate}} due on {{dueOnDate}}" rather than "Your 2nd instalment is due".

Sending a reminder on the same day as the due date

To send a payment reminder on the exact due date, select either "before" or "after" and set the value to 0. This effectively schedules the email for the same day.

Choosing the right token based on timing

• If the reminder is sent before the due date, use {{totalDueOnDueDate}} to show the amount that will be due. Using {{totalDueToday}} in a reminder sent before the due date will show 0, since nothing is due yet on the day the email is sent.
• If the reminder is sent on or after the due date (overdue reminder), use {{totalDueToday}}.
• Use {{dueOnDate}} to display the actual due date in the email, which is especially useful when reminders are sent days or weeks in advance.

1. Navigate to Automatic Emails. Venue>Automatic Emails.
2. To delete a scheduled email, click the red delete icon. There will be a pop up confirmation box. Deletion is permanent.

Updated on: 26/06/2026