If you want to send an email at a specific date and time — for example, invitations, reminders, or follow-ups — you can schedule the dispatch directly in Conference Manager.
There are several places where dispatches can be scheduled, depending on the type of message:
- Invite and remind – for invitations and reminders related to registration.
- Communication – for all other types of event communication, such as information updates, follow-ups, and general messages.
- Questionnaire – for invitations to questionnaires.
- Participants → Material – for distributing materials to participants — for example name tags or certificates.
When you have created your email template, you can schedule when it should be sent.
Here’s how to schedule dispatches in each section:
Invite and remind
Go to Invite and remind → Invitations. Mark the invitation template you want to send and click Go to dispatch. In Step 1: Content, review your email text and layout, then click Next step. In Step 2: Recipients, select who should receive the invitation or reminder. In Step 3: Schedule, under When should the email be dispatched?, choose Later, select the desired date and time, and click Schedule to confirm.
If you need to edit or cancel a scheduled email, you can find it under Invite & remind → Invitations → Scheduled emails. If you need to make changes, you must delete the existing scheduled dispatch and create a new one.
Communication
Go to Communication → Emails. Mark the email template you want to send and click Go to dispatch. In Step 1: Content, review your email text and design, then click Next step. In Step 2: Recipients, select who should receive the message. In Step 3: Schedule, under When should the email be dispatched?, choose Later, select the desired date and time, and click Schedule to confirm.
If you need to edit or cancel a scheduled email, you can find it under Communication → Emails → Scheduled dispatches. If you need to make changes, you must delete the existing scheduled dispatch and create a new one.
Questionnaire
Go to Questionnaire → Dispatch. Mark the questionnaire template you want to send and click Go to dispatch. In Step 1: Content, review your questionnaire invitation text and layout, then click Next step. In Step 2: Recipients, select who should receive the questionnaire. In Step 3: Schedule, under When should the email be dispatched?, choose Later, select the desired date and time, and click Schedule to confirm.
If you need to edit or cancel a scheduled questionnaire email, you can find it under Questionnaire → Dispatch → Scheduled dispatches. If you need to make changes, you must delete the existing scheduled dispatch and create a new one.
Participants → Material
Go to Participants → Material → Scheduled dispatches. Mark the material template you want to send and click Go to dispatch. In Step 1: Content, review the material and layout, then click Next step. In Step 2: Recipients, select who should receive the material. In Step 3: Schedule, under When should the material be dispatched?, choose Later, select the desired date and time, and click Schedule to confirm.
If you need to edit or cancel a scheduled material email, you can find it under Participants → Materials → Scheduled dispatches → Scheduled dispatches. If you need to make changes, you must delete the existing scheduled dispatch and create a new one.
The number of recipients may change before the scheduled dispatch. This can happen if new participants register, cancel their registration, or no longer meet the criteria for receiving the email.
