Help Center

Events Follow-Up Emails

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

How to Access Event Follow-Up Emails

1. Go to Marketing Dashboard from the main sidebar.
2. Click Events.
3. Open the event you want to configure.
4. On the event settings page, click the Follow-up emails tab.

Overview

Event follow-up emails are evaluated based on the event’s end time plus your configured Send After delay. At that time, LeadCenter checks the rule and the attendee’s current conditions. If everything matches, the email is sent.

Key point: Follow-up conditions are checked at the scheduled send time, not when you create the rule. If the event status, attendee status, or pipeline stage changes before the send time, the updated value is what LeadCenter uses.

You can create multiple follow-up rules for the same event, each with its own timing, conditions, sender, and email template.

What You Configure for Each Follow-Up

When you create a follow-up email rule, you can choose:

• Send from (optional) — Select a configured sending email address. If left blank, LeadCenter uses the default general email address.
• Event Status — The event must be in this status when the follow-up is due to send. Options include Scheduled, Completed, and Cancelled.
• Attendee Status (optional) — Only attendees in this status will receive the follow-up. If left blank, all attendee statuses are eligible.
• Pipeline Stage (optional) — Only contacts in this stage will receive the follow-up. If left blank, all stages are eligible.
• Email Template — The template used for the follow-up email.
• Send After — How long after the event ends the email should be sent, using minutes, hours, or days.
• Enabled — The rule must be enabled for it to send.

How to Set Up a Follow-Up Email

1. Create or confirm your email template from the Email Templates page.
2. Go to Marketing → Events → open your event → Follow-up emails.
3. Click Add follow-up email.
4. In the setup modal, configure the sender:
   • Optionally choose a Send from address.
   • If needed, use the link in the modal to add a new sending email address.
5. Set your conditions:
   • Select the required Event Status.
   • (Optional) Select an Attendee Status.
   • (Optional) Select a Pipeline Stage.
6. Select the Email Template you want to use.
7. Set Send After by entering a number from 1 to 99 and choosing Minutes, Hours, or Days.
8. Turn Enabled on.
9. Click Save.

You can repeat this process to build a full post-event follow-up sequence.

How Follow-Up Emails Are Sent

LeadCenter processes event follow-up emails automatically every 15 minutes.

For a follow-up to send, all of the following must be true during the processing window:

• The follow-up rule is enabled.
• The event’s current status matches the configured event status.
• If an attendee status condition is set, the attendee’s current attendee status matches.
• If a pipeline stage condition is set, the contact’s current pipeline stage matches.
• The same follow-up has not already been sent to that attendee.

Important: Each follow-up email is recorded after it is sent, so the same attendee will not receive the same follow-up twice.

When Does the Follow-Up Go Out?

The follow-up email is scheduled based on:

Event end time + Send After delay

Because follow-ups are processed every 15 minutes, the send time may be slightly delayed from the exact calculated time.

Example: If your event ends at 3:00 PM and the follow-up is set to send 30 minutes later, LeadCenter will send it during the next processing window around that time.

Editing or Deleting a Follow-Up Email

Edit a follow-up

1. Open the event and go to Follow-up emails.
2. Click the Actions menu on the follow-up you want to change.
3. Select Edit.
4. Update the rule and click Save.

Delete a follow-up

1. Open the Actions menu on the follow-up row.
2. Select Delete.
3. Confirm the deletion.

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

Conditions did not match at send time

If the event status, attendee status, or pipeline stage did not match the rule when the follow-up was due, the email was not sent.

Attendees were added too late

If you add or import attendees after the scheduled send window has already passed, those attendees will not receive that follow-up.

Attendee status was updated too late

If the follow-up requires Attended but the attendee was still in another status when the send window ran, they will not match.

Event status does not match

If your follow-up requires Completed but the event is still Scheduled when the send window runs, nothing will be sent for that rule.

The follow-up is disabled

Disabled follow-up rules do not send, even if every other setting is correct.

The send window was already missed

If the event end time plus the delay passed and the rule did not qualify during that processing window, LeadCenter does not go back and retry it later.

Best Practices

Update statuses before the first follow-up is due

If your follow-up depends on attendee status or event status, make sure those values are updated before the scheduled send time.

Give yourself enough time

If your team usually updates attendance the next day, avoid sending your first follow-up too soon. A delay of 1 day or 2 days is often safer.

Use attendee status filters for targeted messaging

Send one follow-up to Attended contacts and a different one to No Show contacts so the messaging feels more relevant.

Create a sequence instead of one email

A common setup is:

• 30 minutes after — Thank-you email
• 1 day after — Recap or resource email
• 3 days after — Appointment or next-steps email

Choose a meaningful sender

If you have multiple sending emails configured, use the sender that best matches the event branding or the team handling follow-up.

Watch for overlap with other event emails

Make sure your follow-up rules do not unintentionally overlap with attendee confirmation emails or other post-event messages.

Tip: If you use the same attendee condition on both a confirmation email and a follow-up email, the attendee may receive both emails.

Test with a small event first

Before using a follow-up sequence on a large event, test it on a smaller internal or low-volume event so you can confirm the timing, template, and conditions work as expected.

Duplicating Events

When you duplicate an event, all configured follow-up email rules are copied to the new event automatically. This makes it easier to reuse the same follow-up workflow on recurring or similar events.

Where to Find Results

1. Go to Marketing → Events → open the event.
2. Open the attendee list.
3. Open the attendee’s contact record.
4. Check the Email tab to confirm the follow-up appears in email history.

Troubleshooting

• Nothing sent: Confirm the rule is Enabled and that the event and attendee conditions matched during the send window.
• Only some attendees received it: Review attendee statuses and pipeline stages to make sure they matched the rule at the send time.
• The wrong sender was used: Check whether a specific Send from address was selected or whether the rule used the account’s default general email.
• Attendees received more than one message: Review your event confirmation emails and follow-up rules to make sure the conditions and timing do not overlap unexpectedly.

Quick Reference

Need help? Contact support@leadcenter.ai.