Learn how to set up automatic sending email reminders for events created in Google Forms. Personalized reminders are sent to individuals who have filled out the form, ensuring timely notification as the event date approaches.
You’re using Google Forms to collect registrations for an upcoming event and want to send email reminders to all registered attendees a few days before the event date to ensure maximum attendance.
This tutorial explains how you can use Google Sheets and Docs Studio to send automatic reminders to all registered participants. We will primarily use Gmail to send reminders via email but you can also use it to contact event registrants via SMS or WhatsApp.
Reminders can be scheduled for any future date and time, and the email body can be personalized for each recipient. let’s begin
Create a Google Sheet
Assuming you’ve set up a Google Form for event registration, responses will be collected on a Google Sheet linked to the form. On the same sheet, add a new column labeled Event Date And it will include the event date. You can manually copy and paste the date for all rows in the sheet or use a formula to automatically copy the date.
Create an email reminder workflow
Install Docs Studio and launch it within the sheet associated with your Google Forms. Within the app, create a new workflow and provide a descriptive name for your workflow. Select the specific worksheet in your Google Spreadsheet that contains the form responses. Click Continue to move to the Terms page.
In the Conditions section, you can define specific criteria and the workflow will run only for Google Sheets rows that meet these conditions. For example, you can send a reminder email only to participants who have paid the registration fee. By default, the reminder workflow will run on all rows of a Google Sheet.
Configure email tasks
On the Actions screen, select Send Email Action because we want to send email reminders to registered participants. Email Actions will use data from Google Sheets to personalize email messages for each recipient.
Select Gmail as the email service provider although you can also use SendGrid, Amazon SES or any SMTP server to send email.
in Send Email to In the field in the Recipients section, select the question in your Google Form that contains the email addresses of the participants.
Next, specify the email subject line and message body for your event reminders. You can create a personalized email template using dynamic markers enclosed in double curly brackets. These markers are replaced with actual cell values in the Google Sheet, ensuring that each recipient receives a tailored message.
Save the email message and proceed to the next step.
Schedule email reminders
On the trigger screen, uncheck Run on Form Submit Option because we want to schedule email reminders for a future date and not immediately after form submission.
Next, check Add a time delay options and schedule the workflow accordingly. For this example, we set the workflow to run 3 days before the event date. It is important that the event date column in your Google Sheet is formatted as a date otherwise the configuration to compare the event date to the current date may not work.
Click Save button to activate your workflow. The workflow is now running in the background and will automatically send emails to all registered participants closer to the due date.
See also:
- Send email reminders with Mail Merge
- How to send appointment reminders via SMS
- How to send reminders for due invoices