🏔️ Summit 2026 Feature
Send event and scheduler communications as soon as a registrant is checked in.
🏗️ Provisional document
This feature is pending release, and this document may change over time. Check What’s New for the latest releases.
Event check-in communications add an Upon check in trigger to event and scheduler communications. Use this trigger for messages that should be sent when the registrant arrives, such as an arrival confirmation, day-of-event instructions, or an internal notification to the event user.
You can use event check in communications to:
Send an arrival confirmation when an admitted student checks in for an open house. The message can include the event location, agenda, and a link to the student's mobile pass.
Notify the advisor when a student checks in for an academic advising appointment. Use {{Staff-Assigned-Mobile-Number}} as the recipient when the event user should receive the SMS message.
Send a welcome message when an alum checks in for a reunion event. The message can include the event schedule, room location, or post-event survey expectations. At the same time, you can send an SMS notification to the alum’s assigned staff member that their assigned prospect has checked in.
Before you begin
Confirm that the event or scheduler template is in Confirmed status. Form and event communications, including scheduler communications, send only for confirmed events.
Decide whether the communication belongs on the template or on a specific event or scheduler instance.
Use a test registrant with an email address you can monitor before making the communication active for real registrants.
Plan the recipient. Use
{{sys-email}}for the registrant or another recipient field, such as{{Staff-Assigned-Mobile-Number}}, for an internal notification.
📝 Note
When you edit communications on a template, the change can affect associated events or scheduler instances that inherit those communications. Use an instance-level communication when the message should apply only to one event or appointment.
Creating a check-in communication
Go to Events or Scheduler.
Open the event, event template, scheduler template, or scheduler instance.
Select Edit Communications.
Select New Mailing.
Configure the following settings:
Name: Enter a clear internal name, such as Check-in Confirmation.
Trigger: Select Upon check in.
Group: Select the group that should receive the message. For a registrant email, use an email group that matches the message type.
Status: Select Inactive while testing. Change the status to Active when the message is ready to send.
Method: Select the message method.
UTM Tracking: Select whether UTM tracking should be enabled.
Calendaring: Select a calendaring option when the message should include an iCal file or meeting invite.
Hide from Timeline: Select this option only when the communication should not appear on the recipient's timeline.
Select Save.
Configuring the message
Open the check-in communication.
Select Edit Message.
Configure the following settings:
Sender: Confirm the sender address.
Recipient: Enter the merge field or address that should receive the communication.
Subject: Enter a subject that matches the message purpose.
Preheader: Enter preview text when appropriate.
Body: Add the message text and any merge fields needed for the event or appointment.
Select Save.
Review the communication summary and confirm that the pre-flight check does not report errors.
The message editor includes event and scheduler merge fields such as {{Form-Date-Time}}, {{Form-Location}}, and {{Form-User-Email}}. It also includes system merge fields such as {{sys-email}}, {{sys-first}}, and {{sys-mobile}}.
Testing the communication
Keep the communication set to Inactive while you configure and review the message.
Register a test person for the event or scheduler instance.
Change the communication status to Active when you are ready to test delivery.
Go to the event or scheduler overview page and select Launch Check In.
Check in the test registrant manually or with the scanner process used by your office.
Confirm that the message is sent to the expected recipient.
Return the communication to Inactive if additional edits are needed before launch.
💡 Tip
Send Test / Ad-Hoc is useful for reviewing message content, but it does not test the check-in trigger. To test the trigger, use a test registration and complete the check-in action.
Troubleshooting
The communication does not send after check-in
Confirm that the event or scheduler instance is in Confirmed status, the communication is Active, and the trigger is Upon check in. Then confirm that the recipient field resolves to a valid email address or phone number for the selected method.
The wrong person receives the message
Review the Recipient field in the message editor. Use {{sys-email}} for the registrant, or use a different merge field or address when a staff member should receive the message.
The message sends for some registrants but not others
Review the communication group and any conditions added through Edit Conditions. A registrant must match the group and conditions when the check-in action is completed.
The message is ready to launch
Set the communication status to Active, complete one final test check-in, and confirm that the message sends to the expected recipient.
For more details about event communication triggers and groups, see Form and Event Communications Triggers & Groups. For general event communication setup, see Event Communications Overview.