Message Attendee Widget

The Message Attendees widget lets you send emails to everyone who bought tickets to your event. Use it to share important updates, last-minute changes, or helpful information before event day.

Adding the Widget

1. Create or edit your event management dashboard page
2. Edit with Elementor
3. Search for Message Attendees in the widget panel
4. Drag the widget onto your page
5. Configure the settings
6. Publish the page

Who Can Send Messages

• Event authors: Message attendees of events they created
• Site administrators: Message attendees of any event

Composing a Message

Step 1: Select the Event

Choose which event’s attendees you want to message:

• Current event: If on an event page, messages go to that event’s attendees
• Select from dropdown: Choose from your events
• Specific event ID: Enter a particular event’s ID

Step 2: Choose Recipients

Narrow down who receives your message:

All Attendees

Send to everyone who has a ticket.

By Time Slot

Select specific sessions:

• Saturday morning session only
• Sunday VIP dinner only
• All Friday events

By Ticket Type

Target specific ticket holders:

• VIP ticket holders
• General admission only
• Early bird purchasers

Combining Filters

You can combine filters. For example: VIP tickets for Saturday evening = only VIP holders attending Saturday evening.

Step 3: Write Your Message

Subject Line

• Keep it clear and relevant
• Include your event name
• Make it easy to identify in inbox

Example: “Important Update: Parking Information for Summer Festival”

Message Body

Write your message using the editor:

• Format text (bold, italic)
• Add bullet points or numbered lists
• Include links
• Keep it concise and actionable

Step 4: Choose When to Send

Send Immediately

Message goes out right away. Use for:

• Urgent updates
• Last-minute changes
• Important announcements

Schedule for Later

Pick a specific date and time:

1. Click “Schedule”
2. Select date
3. Choose time
4. Messages send automatically

Relative Scheduling

Send based on event timing:

• “3 days before event”
• “1 week before event”
• “Morning of event”

Great for automated reminders!

Recipient Count

Before sending, you’ll see:

• Total recipients: How many people will receive the message
• Email count: Total emails to be sent (may differ if one person bought multiple tickets)

Always verify this number looks right before sending.

Email Delivery Settings

Large events may have hundreds or thousands of attendees. To prevent server overload:

Batch Processing

Emails are sent in batches:

• Batch size: How many emails per batch (default: 50)
• Batch delay: Pause between batches (default: 5 seconds)

Hourly Limits

Your site may have email limits:

• Check with your hosting provider
• Configure in Voxel Events settings
• Messages queue if limits are reached

Delivery Status

After sending, you can see:

• Emails sent
• Emails pending
• Any failures

Widget Settings

Event Source

• Current Post: Uses the current event page
• Dropdown Selection: Let the user choose from their events
• Specific Post ID: Hardcode a particular event

Available Filters

Enable or disable recipient filtering options:

• Time slot filter
• Ticket type filter
• All attendees option

Editor Options

• Editor type: Simple text or rich text
• Character limit: Maximum message length
• Template messages: Pre-written options to choose from

Best Practices

When to Message Attendees

Good reasons to message:

• Venue or time changes
• Parking and arrival information
• What to bring or expect
• Weather-related updates
• Last-minute important details

Avoid:

• Multiple promotional messages
• Information already on the event page
• Non-urgent updates (add to event page instead)

Writing Effective Messages

Do:

• Get to the point quickly
• Include action items clearly
• Provide contact info for questions
• Use clear subject lines
• Test links before sending

Don’t:

• Write walls of text
• Send multiple messages for one update
• Include attachments (use links instead)
• Use all caps or excessive punctuation

Timing Your Messages

Immediate send:

• Urgent changes
• Day-of updates
• Time-sensitive information

Scheduled messages:

• Reminder emails (1-3 days before)
• Preparation information (1 week before)
• Thank you messages (after event)

Common Uses

Pre-Event Reminder

Send 1-2 days before:

• Arrival time and location
• Parking information
• What to bring
• Weather considerations

Last-Minute Update

Send day of event:

• Venue changes
• Time adjustments
• Emergency contact info

Session-Specific Information

Target specific time slots:

• Morning session: Breakfast available
• Evening session: Bar opens at 7pm
• VIP only: Early entry at doors

Post-Event Follow-up

After your event:

• Thank attendees
• Share photos or recordings
• Announce next event
• Request feedback

Troubleshooting

Message not sending

• Check your internet connection
• Verify you have permission for this event
• Make sure email settings are configured
• Check if you’ve hit hourly limits

Wrong recipient count

• Review your filter selections
• Make sure you selected the right event
• Check if tickets have been cancelled
• Refresh the page for latest data

Attendees not receiving emails

• Check spam/junk folders
• Verify email addresses are correct
• Check your email delivery settings
• Contact your hosting provider about email limits

Scheduled message didn’t send

• Check that WordPress cron is running
• Verify the scheduled time has passed
• Look for error messages in the queue
• Contact support if issues persist

Email Settings

Configure email behavior in Event Tickets → Settings:

Batch Size

How many emails to send per batch:

• Smaller = slower but safer
• Larger = faster but may trigger limits
• Recommended: Start with 50

Batch Delay

Seconds between batches:

• Prevents overwhelming your server
• Recommended: 5-10 seconds

Hourly Limit

Maximum emails per hour:

• Check with your hosting provider
• Set to 0 for unlimited (not recommended)
• Common limits: 500-5000 per hour