Events in Coworks
Events are one of the best ways to build community in your space, and Coworks gives you everything you need to run them from the same dashboard you use to manage your members. With Coworks Events you can:
Host member events — create events in your Calendar that members can discover and RSVP to right from the Coworks member app, with RSVP deadlines and attendee limits.
Share events beyond your members — make events public so non-members and guests can find and register for them, and let members invite their own guests.
Sell tickets with paid events — charge for admission and collect payment when attendees register.
Check in attendees — track who actually showed up at the door with event check-ins.
Message your attendees — send updates to everyone registered for an event.
And now, Coworks can also remind your attendees automatically before the event starts, so fewer people forget, and more people show up.
What is the automated event reminder?
Even engaged members forget about events they RSVP'd to a week ago. Sending reminders by hand means remembering to do it, at the right time, for every event — and redoing it whenever the event time changes.
The automated event reminder does this for you. When you turn it on for an event, Coworks schedules a reminder email to every registered attendee, sent a set amount of time before the event starts (for example, 24 hours or 30 minutes before). You can also include a custom message in the email, so the reminder doubles as a "know before you go" note.
Example use cases:
A monthly happy hour where you want attendees reminded the day before, along with a note to check in at the front desk to get their drink tickets.
A paid workshop where you want a reminder 2 hours ahead with the room name and a reminder to bring a laptop.
A lunch-and-learn where a 30-minute reminder helps members step away from their desks on time.
Reminders are set per event, so you can turn them on only for the events where they make sense.
How to set up an event reminder
Go to the Calendar tab in your manager dashboard.
Create a new event by clicking New > New Event, or open an existing event and click Edit. (New to events? See How do I create an Event in Coworks?)
On the event form, scroll to Send automated event reminder and turn the toggle on.
Under Reminder Window, enter a number and choose hours or minutes from the dropdown. This is how far before the event start time the reminder will be sent. For example,
24+hourssends the reminder one day before the event.(Optional) Under Custom Reminder Message, type any message you'd like included in the reminder email.
Click Save.
That's it — the reminder is now scheduled. Coworks will send it automatically at the event's start time minus your reminder window.
Tip: Write your custom message to match your reminder window. If your reminder goes out 24 hours ahead, "See you tomorrow!" reads better than "See you today!"
Who receives the reminder
The reminder is sent only to attendees who have an accepted RSVP for the event at the time it sends. This includes:
Active members who RSVP'd to the event
Guest contacts (non-members) who registered for the event
People who aren't registered or who have been removed from the event will not receive the reminder. Because the attendee list is checked when the reminder sends, anyone who registers after you turn on reminders will still get it. To review who's registered, see How To View Event Attendees.
Note: If your event uses an external Event Registration Link, Coworks doesn't track attendees for that event, so there's no one for the reminder to be sent to. Use Coworks RSVPs for events where you want automated reminders.
How reminders behave when things change
You don't need to manage the reminder after setting it up — Coworks keeps it in sync with your event.
Changing the event time or reminder settings
If you change the event's start time, the reminder window, or turn reminders on, Coworks automatically reschedules the reminder to match the new settings.
Example: Your event was at 6:00 PM Thursday with a 24-hour reminder, so the reminder was scheduled for 6:00 PM Wednesday. You move the event to 6:00 PM Friday — the reminder now goes out at 6:00 PM Thursday instead.
Turning reminders off or archiving the event
If you turn the reminder toggle off, or archive the event, the scheduled reminder is canceled and won't be sent. If you're canceling an event, see How to cancel an event and consider messaging attendees so they know.
When the reminder time has already passed
If the reminder time is already in the past when you save, the reminder will not be sent.
Example: It's 3:00 PM and you create an event starting at 6:00 PM today with a 24-hour reminder window. The reminder time (6:00 PM yesterday) has already passed, so no reminder goes out. To remind attendees in this case, shorten the window (for example, to 2 hours) or message attendees directly.
Changing the event after a reminder was already sent
If a reminder has already gone out and you then change the event time or reminder window, Coworks will send another reminder based on the new settings — as long as the new reminder time is still in the future. If the new reminder time has already passed, no additional reminder is sent.
Example: A 24-hour reminder went out Wednesday for a Thursday event. You then push the event to the following Monday. Attendees will receive a new reminder on Sunday, so they have the updated time.
Recurring events
Automated reminders are currently available for one-time (non-recurring) events only. Reminders can't be set on recurring events.
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Happy Coworking!