Send email reminders before an event occurs

Process description

This article explains how to use a Power Automate flow template to send email reminders to event enrollees before an event in SharePoint Sapiens Event Management.
The provided flow is designed to send a reminder one week before the event and ensures that each reminder is sent only once per event. The flow can be customized to change the timing, recipients, email subject, and email body.

Prerequisites

Before you begin, ensure the following requirements are met:

• SharePoint Sapiens Event Management app installed

• Access to Power Automate

• Permissions to:

  • Edit the Scheduled Events list

  • Create and edit Power Automate flows

• A Power Automate solution ZIP file containing the reminder flow: SendReminder10DaysBeforeEvent_1_0_0_1.zip

• A custom column in the Scheduled Events list:

  • Column name: ReminderSent

  • Column type: Yes/No

  • Default value: No

  • Recommendation: Do not add this column to the content type

Step-by-step instructions

1. Prepare the Scheduled Events list

1. Open the Scheduled Events list.

2. Create a new column:

   • Name: ReminderSent

   • Type: Yes/No

   • Default value: No

3. Save the column.

This column ensures that reminder emails are sent only once per event.

2. Import the Power Automate solution

1. Open Power Automate Solutions:
   https://make.powerautomate.com/solutions

2. Click Import solution

3. Select the downloaded ZIP package

4. Click Next twice

5. Click Import

Importing the solution may take a few minutes.

 

3. Open the imported flow

1. In Power Automate, select My flows
   or open:
   https://make.powerautomate.com/flows

2. Locate the imported event reminder flow

3. Open the flow in Edit mode

 

4. Configure SharePoint connections

1. Review all SharePoint actions in the flow

2. Select:

   • Your SharePoint site

   • The correct Scheduled Events list

3. Confirm that the ReminderSent column is referenced correctly

 

5. Customize reminder timing and conditions

Change reminder timing

• Locate the condition that checks the event date

• Update the logic to send the reminder:

  • 1 day before the event instead of 7 days (if required)

Restrict recipients

• Modify the condition so reminders are sent only to enrollees who accepted

• Exclude:

  • Tentative responses

  • Declined enrollments

  • Waiting list users (if applicable)

 

6. Customize the email content

1. Edit the Send email action

2. Update:

   • Email subject

   • Email body

3. Include dynamic values such as:

   • Event title

   • Event date and time

   • Location or meeting link

 

7. Save and activate the flow

1. Click Save

2. Ensure the flow is turned on

3. Monitor upcoming events to confirm reminders are sent correctly

Tips and best practices

• Always test the flow with a single test event before enabling it for all events.

• Keep the ReminderSent column out of the content type to avoid unintended reuse.

• Use clear and concise email content to reduce attendee confusion.

• If events are rescheduled:

  • Reset ReminderSent to No if a new reminder should be sent.

• Consider creating separate flows for:

  • 1-day reminders

  • Same-day reminders

  • Organizer-only notifications

Next steps

• Monitor flow runs in Power Automate for failures or skipped conditions.

• Adjust conditions if your enrollment or RSVP process changes.