Overview
Campaign Reminders
Schedule follow-up emails that pick recipients by live RSVP status at send time, so guests who already responded don't get nudged twice. Manage every reminder across every event from one dashboard.
Limited release. Reminders are rolling out gradually. If you don’t see Reminders inside your campaign or Campaign Reminders in the left nav, your team isn’t on the flag yet — reach out and we’ll switch it on.
SendGrid required. Reminders only fire from campaigns using a SendGrid sender. Gmail and Outlook senders aren’t supported because those connections can expire and would silently break a scheduled send.
Automate your event communication flow.
Set a reminder sequence once — two weeks before, the day before, the morning of — and Gatsby sends each message to the right people automatically. Filter by RSVP status so confirmed attendees see one message and pending invitees see another, without rebuilding a recipient list every time.
Recipients computed at send time
A reminder evaluates RSVP status when it fires, not when you schedule it. People who responded in the meantime drop off automatically.
Multiple reminders per campaign
Stack a T-7, a T-2, and a day-of reminder against one invitation. Same draft, same sender, three send times.
One view across every event
The Campaign Reminders dashboard shows every scheduled send across every event in your org. Edit or cancel from the same screen.
Creating a Reminder
Section titled “Creating a Reminder”Reminders attach to an existing campaign. The campaign supplies the draft, sender, attachments, and any QR code or calendar file settings. The reminder supplies the timing and the RSVP filter.
How to create a reminder
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Open the campaign you want to follow up on. Reminders live under the Reminders tab on the right side of the campaign view.
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Click New Reminder. The Create Reminder modal opens with a live email preview on the right.
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Name the reminder. This is internal — something like Day Before, Confirmed Attendees or T-7 Non-Responders makes it easier to find later.
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Pick Send To. Choose one or more RSVP status groups: Invited, Accepted, Declined, Maybe, Waitlist, Clicked, or None.
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Set the date, time, and timezone. The event timezone is labeled with an EVENT badge so you don’t accidentally schedule against your local time.
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Click Create Reminder.
The reminder must be scheduled at least five minutes in the future. The right panel previews the same email body the campaign already has, so you can sanity-check formatting before saving.
The four configuration fields
Reminder Name
Internal label. Not visible to recipients. Use a convention your team will recognize three weeks from now.
Send To (RSVP status filter)
The list of statuses the recipient must currently hold to get the email. Multi-select. Available filters: None, Invited, Accepted (and its sub-statuses for Survey Incomplete and Payment Incomplete), Declined, Maybe, Waitlist, Clicked.
Date & Time
The exact moment the reminder fires. The picker shows the timezone label so there’s no ambiguity.
Timezone
Defaults to the event timezone when one is set, otherwise your local. The event timezone is highlighted with an EVENT chip so you can confirm at a glance.
What the reminder inherits from the campaign
The reminder uses the campaign’s draft as-is. That means:
- Subject line, body, and any mail-merge fields
- All attachments from the draft
- The campaign’s sender (no separate sender configuration per reminder)
- The campaign’s BCC list
- QR code attachment (if the campaign has it enabled)
- Calendar file attachment (if the campaign has it enabled)
If you want a different message for the follow-up, edit the campaign’s draft before scheduling — or duplicate the campaign and schedule a reminder against the copy.
Reminders require a SendGrid sender on the campaign. Campaigns using a connected Gmail or Outlook account can’t power a reminder — those connections expire and would silently break scheduled sends.
Why filtering happens at send time
Section titled “Why filtering happens at send time”This is the difference between a reminder and a regular scheduled campaign, and it’s the whole point of the feature.
When a reminder fires, Gatsby queries your guest list for everyone who currently holds one of the selected RSVP statuses. The list is computed fresh. Guests who shifted out of the filter between scheduling and sending are not included. Guests who shifted in are.
A concrete example
You’re hosting a CFO Breakfast in three weeks. You want to schedule two reminders against your invitation campaign:
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T-7, target Invited and Clicked. Anyone who got the invite but hasn’t responded yet.
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T-1, target Accepted. A friendly day-before confirmation with the address and parking notes.
When the T-7 reminder fires next week, anyone who accepted in the meantime drops off the recipient list automatically — they don’t get a “did you see our invite?” message after already saying yes.
When the T-1 reminder fires, it captures everyone who is currently Accepted, including the late RSVPs who said yes after T-7.
Multiple statuses on one reminder
The filter is multi-select. Common combinations:
- Invited + Clicked — opened or visited the landing page but never picked an answer. The classic “still waiting on you” cohort.
- Accepted + Maybe — anyone planning to come, plus the fence-sitters.
- Accepted alone — for confirmations and day-of details.
Mail merge still works
Custom fields, first name, RSVP link, calendar link, unsubscribe link — every merge tag that works in the campaign works in the reminder, because the reminder uses the campaign’s draft.
If a recipient is missing a required custom field, that individual send fails and is recorded as Failed on the campaign. The rest of the reminder still goes out.
The Campaign Reminders Dashboard
Section titled “The Campaign Reminders Dashboard”Find it under Campaign Reminders in the left navigation. The dashboard lists every reminder across every active event in your organization.
What the dashboard shows
A single table with one row per reminder. Columns: Event, Campaign, Reminder name, Send Time (in the reminder’s timezone), and Status.
The default tab is All. Toggle to Scheduled to see only what hasn’t fired yet, or Processed for history.
Search the Reminder field by name. Sort by Send Time, newest or oldest first.
Editing or cancelling from the dashboard
Click the three-dot menu on any Scheduled row to Edit Reminder or Cancel Reminder without leaving the dashboard. Once a reminder is Processed, the action menu hides — you can’t edit a send that already happened.
Statuses, Editing, and Cancelling
Section titled “Statuses, Editing, and Cancelling”Every reminder moves through a defined lifecycle. What you can do to it depends on where it is.
The lifecycle:
Scheduled —> Processed
Or, if you intervene: Scheduled —> Cancelled
If something goes wrong: Scheduled —> Failed
Status definitions
Scheduled
Created and waiting for its send time. Editable. Cancellable.
Processed
The reminder fired. Emails are out the door. The row shows how many guests received it. No further actions available.
Cancelled
You cancelled before send time. No emails went out. The row stays in the dashboard for the audit trail.
Failed
Something blocked the send — typically a configuration issue with the campaign’s draft or sender. The error reason is recorded on the reminder.
Editing a Scheduled reminder
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Open the reminder from inside the campaign or from the Campaign Reminders dashboard.
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Click Edit Reminder from the three-dot menu.
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Change the name, RSVP filter, date, time, or timezone. The same five-minute-minimum rule applies — you can’t reschedule into the past or the immediate future.
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Click Update Reminder.
You can’t change which campaign the reminder belongs to. If you need a different draft, cancel this reminder and create a new one against the right campaign.
Cancelling a Scheduled reminder
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Open the three-dot menu on the reminder.
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Click Cancel Reminder.
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Confirm.
The reminder will not fire. The row stays in the dashboard with status Cancelled.
Common Questions
Section titled “Common Questions” When should I use a Reminder instead of scheduling a regular campaign?
Use a reminder whenever the audience depends on RSVP status — anything that’s a follow-up, nudge, day-before note, or post-event message to a status-defined group.
Use a regular scheduled campaign for initial invitations, where you want the recipient list locked at the moment you schedule.
The short version: if you’d describe the send as “to everyone who hasn’t responded yet” or “to confirmed attendees,” it should be a reminder.
Can I send more than one reminder from a single campaign?
Yes, and this is the intended pattern. Stack a T-7 nudge to non-responders, a T-2 nudge to fence-sitters, and a day-of confirmation to Accepted guests — all against the same invitation campaign.
Each reminder is independent: its own name, filter, and send time.
What if a guest's RSVP status changes after I schedule the reminder?
That’s the whole point. The recipient list is recomputed when the reminder fires, not when you schedule it.
If someone moves from Invited to Accepted between scheduling and firing, and your reminder targets Invited, they won’t get it. If they move the other way — Accepted to Declined — and your reminder targets Accepted, they also won’t get it.
Can I use a different message for the reminder than the original invite?
Not directly. A reminder uses the campaign’s draft as-is.
If you want a different message:
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Edit the campaign’s draft before scheduling the reminder. Note that this also changes what shows up in the campaign’s main draft view.
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Or duplicate the campaign, change the draft on the copy, and schedule the reminder against the duplicate.
The second pattern is cleaner when the original invite and the follow-up should have meaningfully different content.
What happens if a guest is missing a custom field used in mail merge?
That individual send fails. The guest is recorded with status Failed on the campaign, with the reason noted (missing custom field name).
The rest of the reminder still goes out to everyone else. The reminder itself is marked Processed once the run completes, with the failure count surfaced in the execution snapshot.
To avoid this, make sure every targeted contact has values for the custom fields your draft references — or remove the unused merge tags from the draft.
How far in advance can I schedule a reminder?
There’s no maximum. Schedule a reminder months out if your event is months out.
The minimum is five minutes in the future. Same for edits — you can’t reschedule a reminder to fire in the next five minutes.
Do reminders respect unsubscribes?
Yes. The same org-wide unsubscribe rules that apply to campaigns apply to reminders. Anyone who unsubscribed from your organization’s emails will not receive a reminder, regardless of their RSVP status.
Can I see who actually received a Processed reminder?
Yes. Once a reminder is Processed, the campaign’s standard tracking tabs (Sent, Bounced, Failed, etc.) include the reminder’s sends. The reminder row itself records the count of successful sends at the time it ran.
Why do reminders require SendGrid?
Same reason confirmation emails do. Gmail and Outlook connections expire periodically and prompt you to log back in. If that happens between when you schedule a reminder and when it fires, the send fails silently and your guests never hear from you.
SendGrid connections don’t expire. A reminder scheduled six weeks out will fire reliably whether you’re at your desk or not. If your campaign is sending from Gmail or Outlook, switch the sender to a SendGrid account before scheduling a reminder.
Where do I find a reminder I scheduled last week?
Two places. Inside the campaign it belongs to, under the Reminders tab. Or org-wide, under Campaign Reminders in the left navigation. Both show the same data.