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What emails do attendees receive from Crowdcast?

What emails do attendees receive from Crowdcast?

Emails Crowdcast sends to your attendees and followers by default, including confirmation messages, session reminders, and weekly digests.

Updated over a week ago

Default Emails Sent to Attendees

Crowdcast ensures your attendees stay informed with the following automated emails:


1. Registration Confirmation Email

When someone registers for your event, they’ll automatically receive a confirmation email. This includes:

  • A confirming they've registered for your event

  • Basic event information

  • Depending on email client, a prompt to add to their calendar (the event may automatically be added to your calendar.)

  • A link to click to visit the event


What if the host registers an attendee manually (via import)?

  • If you manually register or import an attendee's email into your event, Crowdcast still sends the confirmation email as long as email notifications are enabled. It looks like this:

  • If the imported attendee is new to Crowdcast (i.e., have never registered on the platform), when they click on the event link, they will be asked to create sign-in credentials (or use a log-in link), enter their profile name (visible in the chat), and agree to the Crowdcast terms of service and privacy policy. They would at that point have automatically verified their email address and would be eligible to receive any future reminders or host messages.

  • ⚠️ Important: New attendees must verify their email to receive further notifications and messages from the host.


2. 10-Minute Reminder Email

Crowdcast sends a reminder email 10 minutes before your session goes live. For multi-session events, the system uses smart logic to prevent excessive notifications:

  • If sessions are 90 minutes or more apart, each session will trigger its own reminder.

  • If sessions are less than 90 minutes apart, only the earliest session sends a reminder.

Examples:

Session Times

Reminder Sent For

10:00 AM & 11:30 AM

Only 10:00 AM

10:00 AM & 12:00 PM

10:00 AM and 12:00 PM

10:00 AM, 11:30 AM, 1:00 PM

10:00 AM and 1:00 PM

10:00 AM, 12:00 PM, 1:30 PM

All three sessions


3. Weekly Digest Emails to Followers

Crowdcast sends a weekly digest to all of your followers and attendees. These emails:

  • Highlight upcoming events users have registered for

  • Promote your publicly listed events

  • Help increase visibility and attendance

🕒 Within the email digest, all event times are shown in UTC (Coordinated Universal Time). Since Crowdcast sends the same email to users around the world, we use UTC to provide a consistent time reference that avoids confusion across time zones. It's easy for attendees to convert to their local time using their calendars or online tools.


4. Changes to Event Sessions (Multi-Session Events)

When a host has added, changed or deleted a new upcoming session, attendees will receive notification via email, and the day and time will automatically be updated in the attendees calendar. Calendar invites for multi-session events can be managed by the host.


5. Deleted or Archived Events

If an event in the future has been archived or deleted, attendees will be sent an email notification. These emails cannot be turned off by the host.


Customizing & Managing Emails as a Host

  • Disable Emails: You can disable automatic confirmation and reminder emails from the Notifications section when creating or editing an event.

  • Customize Emails: Customize the subject line, body text, and branding of the automatic emails to reflect your voice and style.

  • Send Additional Messages: You can manually email your registrants at any time directly from your event dashboard.


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