Help Center

Events Follow-Up Emails

Event follow-up emails let you automatically send emails to event attendees after an event ends. You control who receives the email and when it is sent, so your outreach stays consistent without manual follow-up.

Overview

Each follow-up email is evaluated at a specific time (the event end time plus your Send After delay). At that time, LeadCenter checks each attendee against the conditions you set. If they match, the email is sent. If they don’t match at that moment, they will not receive that follow-up.

Key point: Follow-ups are evaluated at the scheduled send time. LeadCenter does not go back and send a follow-up later if an attendee’s status changes after the scheduled time has passed.

What You Configure for Each Follow-Up

When you set up a follow-up email under Events → Follow-up Emails, you choose:

• Event Status — The event must be in this status (for example, Completed) when the follow-up is due.
• Attendee Status (optional) — Only attendees in this status (for example, Attended or No Show) will receive the email. If left blank, all attendees are eligible.
• Lead Stage (optional) — Only contacts in this stage will receive the email. If left blank, all stages are eligible.
• Send After — How long after the event ends the email should be sent (minutes, hours, or days).
• Email Template — The message that will be sent.
• Enabled — The follow-up must be enabled to send.

How to Set Up a Follow-Up Email

1. Create an email template in Email Templates.
2. Go to Events → Follow-up Emails.
3. Click Create Follow-up Email.
4. Configure your follow-up:
   • Select the Event Status condition.
   • (Optional) Select an Attendee Status.
   • (Optional) Select a Lead Stage.
   • Select the Email Template.
   • Set Send After (for example, 2 Days after the event ends).
   • Turn Enabled on.
5. Click Save.

You can create multiple follow-ups per event, each with different timing and conditions.

When Does the Follow-Up Go Out?

The follow-up email is sent at:

Event end time + Send After delay

At that scheduled time, LeadCenter checks whether each attendee matches all of your configured conditions. If they match, the email is sent. If they do not match, they will not receive that follow-up.

Why Didn’t an Attendee Receive the Follow-Up?

Attendees were added after the send time

If you add or import attendees after the follow-up has already gone out, those attendees will not receive it.

Attendee status was updated too late

If the follow-up requires Attended but the attendee was still in another status at the send time, they won’t match.

Event status doesn’t match

If your follow-up requires Completed but the event is still Scheduled (or another status), no follow-ups will be sent.

The follow-up email is disabled

If the follow-up is not enabled, it won’t send regardless of the other settings.

Best Practices

Update attendee statuses as soon as possible

After your event, update attendee statuses (Attended, No Show, etc.) before the first follow-up is scheduled to send.

Import attendees before the follow-up send time

If you import attendees (CSV or CRM), complete the import before the follow-up is due.

Give yourself enough time

If you typically update statuses the day after the event, set your first follow-up to send at least 2 days after the event ends.

Use multiple follow-ups at different intervals

Set follow-ups at staggered intervals (for example, 3 days, 1 week, 2 weeks). If an attendee misses the first follow-up, a later one can still reach them.

Make sure the event is in the right status

If your follow-up requires Completed, mark the event as Completed before the scheduled send time.

Where to Find Results

1. Go to Events → [Your Event] → Attendees.
2. Open the attendee’s contact record.
3. Go to the Email tab to confirm the follow-up email appears in the contact’s email history.

Troubleshooting

• Attendees received multiple emails: Review your confirmation emails and follow-up emails to make sure the conditions don’t overlap. If two emails use the same attendee status (for example, both trigger on Attended), the attendee may receive both.
• Nothing sent: Confirm the follow-up is Enabled and the event status matches the follow-up’s required status at the scheduled send time.

Quick Reference

Need help? Contact support@leadcenter.ai.