Messaging & Communication

Sero provides tools to keep your attendees informed and engaged before, during, and after your event. All communications include automatically generated event details like time, location, and a calendar invitation. For approved attendees, emails contain an updated invitation file reflecting any recent changes and a QR code for check-in.

Understanding Sero’s Messaging System

Sero offers three types of messages for different communication needs:

Quick Messages: Immediate updates sent on-the-fly
System Messages: Automated responses triggered by attendee or organizer actions
Scheduled Messages: Pre-planned communications sent at specified times

At the top of the Messaging page, you’ll find statistics showing your total message volume, broken down by type.

Using Quick Messages

Quick messages allow you to send immediate updates without complex setup:

Access Quick Messaging

Navigate to the Messaging tab from your event dashboard
Find the Quick Message section at the top of the page

Compose and Send

Enter your message (default subject and body are provided if you don’t specify)
Click “Send” to deliver immediately

By default, quick messages go to attendees who haven’t checked in yet. You only need to modify recipients if you want to target others.

Advanced Options:

Click “Advanced” to see a preview of what recipients will receive
Customize the sender name and message format
Select different recipient groups (attending, pending, checked in, or combinations)

Best for:

Last-minute venue changes
Weather-related announcements
Day-of logistics (“The front door is locked, please use the side entrance”)

Configuring System Messages

System messages are automatically sent in response to actions taken by both attendees and organizers:

Message Type	Trigger	Default Status
Pending	Sent when someone requests to attend	Enabled
Approved	Sent when an organizer approves a registration	Enabled
Rejected	Sent when an organizer rejects a registration	Disabled

To customize these messages:

Access System Messages

Navigate to the Messaging tab from your event dashboard
Scroll to the “System” section

Customize Messages

Toggle each message type to enable or disable them
Click on any message to add a custom note that appears at the top
Preview what recipients will receive
Send yourself a test message to check appearance in your email client

Learn more about managing registration requests in our registration management guide.

Working with Scheduled Messages

Scheduled messages are sent automatically at designated times and are crucial for maintaining attendee engagement:

Create Scheduled Messages

Navigate to the Messaging tab
Either:
- Click the quick-create button to generate default scheduled messages (1 week before, 1 day before, 1 hour before), or
- Click “New” to create a custom scheduled message

Set Timing and Content

Compose your message
Set timing using either:
- A custom date and time, or
- Pre-programmed offsets (24 hours before, 1 hour before, 24 hours after)

⏰

Offsets adjust automatically: If you move your event from noon to 10 AM, a “1 hour before” message automatically shifts from 11 AM to 9 AM. With fixed times, you’d need to manually update each message.

To edit a scheduled message:

Click on the message row to open the editor
Modify content, timing, or recipients
Preview what recipients will receive

The Scheduled Messages section also maintains a log of all previously sent scheduled messages, giving you a complete history of communications with your attendees.

Make Messages Feel Personal

While you can’t target individual attendees, you can still create personalized communications:

Set the sender name appropriately: “From Sarah Chen” vs “From Acme Corp”
Include event-specific details: Show you know your audience and their interests
Set clear expectations: Tell attendees what to know, bring, or prepare
Reference shared context: Mention the community, topic, or connections that unite attendees

Target by status when relevant:

Attending: Approved but not yet checked in
Pending: Requested to attend but not approved yet
Checked In: Already attended and checked in
Any combination of these groups

For comprehensive communication strategies, see our best practices guide.

Recommended Communication Timeline

For optimal engagement, consider this timeline:

2-3 Weeks Before: Initial announcement with key details
1 Week Before: Reminder with any updates or special instructions
1-2 Days Before: Final details and last-minute information
Day Of Event: Welcome message with check-in instructions
1-2 Days After: Thank you and follow-up resources

Customizing Pre-configured Templates

Sero’s quick-create templates provide starting points you can customize:

Coming Up Next Week

Hi there, 👋 [Event Name] is just one week away! We’ve included the calendar invitation with this email for easy reference. All the event details…

Tomorrow’s the Day!

Hi there, Just a friendly reminder that 👋 [Event Name] is tomorrow. Everything is all set for your arrival. The calendar invitation is attached for…

Starting Soon!

Hi there, 👋 [Event Name] begins in just one hour! We’re ready for you at the venue. Please plan accordingly for travel time. We can’t wait to…

Customize these templates with:

Specific agenda highlights
Preparation instructions
Transportation or parking information
Check-in procedures
Access information

Frequently Asked Questions

Can I see if attendees have opened my messages?

Currently, Sero doesn’t provide open rate or engagement analytics for messages.

What if attendees say they haven’t received my messages?

Encourage attendees to check their spam folders and add your event email to their contacts. You can also resend important messages to specific status groups.

Are there any limits to how many messages I can send?

There are no set limits, but as a best practice, avoid sending too many messages to prevent communication fatigue.

Can I include attachments in my messages?

The system doesn’t support file attachments, but you can include links to external resources.

How do I notify attendees if I need to cancel my event?

Use a quick message with a clear subject line indicating cancellation. Select all relevant recipient groups to ensure everyone is notified.

Can I save my own custom message templates?

Currently, Sero doesn’t support saving custom templates for future use, but you can copy content from previous messages.