How to Set Up Automatic Reminders and Sign Up Messaging

Good communication is what separates a smooth event from a stressful one. SignUpGenius is built to handle more than just sign up sheets. The messaging tools built into your account let you reach participants quickly, keep everyone informed, and track whether your messages are actually landing.

If you've been sending everything manually or relying on generic reminder emails, these five features are worth a few minutes of your time.

Automatic Reminders

Every sign up sends a confirmation email the moment someone signs up and automatic reminder emails are easy to set up. This alone cuts down on no-shows without any manual follow-up on your part.

How to turn on automatic reminders:

• When setting up your sign up, go to the Settings tab.
  • If it’s already been created Log in to your SignUpGenius account and click the Created tab.
  • Click the ellipsis icon (•••) next to your sign up and select Edit.
  • Go to Settings
• Scroll until you see the Preferences section.
• Under Notifications, check the box for ‘Send people reminders…’ and select the numbers of days in advance you want them to send.
• Click Save

👉 Auto reminders are not an option for Slots Only sign ups types.

How to turn on text reminders as a participant:

You can also choose to receive your own reminders by email, text, or both, whether you're the organizer or signed up for a slot yourself.

• Log in to your SignUpGenius account.
• Click the circle with your initials or profile picture in the upper right corner.
• Select Settings from the dropdown menu.
• Go to the Notifications tab.
• Scroll to the bottom and check the box for Email reminders, Text reminders, or both.
• Choose your preferred reminder time.

You'll receive a welcome text message confirming your opt-in.

Genius Tip

Pair automatic reminders with slot limits so participants get a nudge right up until the sign up closes, not just after they've already claimed a spot.

Text Messaging

Automatic reminders cover the basics, but sometimes you need to reach your whole group directly, not just individuals who've opted into their own reminders. Text messaging lets you invite participants to opt in as a group, then send invitations, reminders, or day-of updates whenever you need to.

Step 1: Invite participants to opt in.

• Log in to your account and click the Messages icon on the left side of the Sign Ups account page.
• Click Compose, then Text Message. This sends an email inviting your group to opt in to text messages.

Step 2: Participants confirm their number. Each person receives an email with a button that takes them to SignUpGenius. They enter their mobile number and submit. Anyone who doesn't opt in continues to receive updates by email instead.

Step 3: Send your message. Head back to the Compose area and select Send a text message to people participating in a sign up. Choose the sign up and who should receive it: everyone signed up, people who haven't signed up yet, specific groups, or individuals in slots you choose.

Step 4: Write your text. You can include the sign up link and your mobile number as reply-to info. You can also send the same message as an email for anyone who hasn't opted in to texts.

Genius Tip

Send your opt-in invitation at least a week before your event so participants have time to confirm their number. Last-minute opt-in requests often get missed.

Schedule Emails in Advance

Timing matters in communication. An update sent too early gets forgotten. One sent too late catches people off guard. Scheduled emails let you write your message when you have time and deliver it exactly when participants need it.

This works well for a logistics reminder a few days out, a morning-of message with arrival details, or a thank-you after the event wraps up. Set it once, and it goes out automatically.

How to schedule an email:

• Click the Messages icon in your account, then select the Compose tab.
• Write your message, then choose your recipients. Send to an existing group, import addresses, or enter them manually.
• Email messages always include a link to your related sign up. Connect one sign up or several, including tab groups or your full account index page.
• Enterprise plan subscribers can also link to a specific portal page.
• Click Preview & Send to review your message. On the preview screen, select the option to schedule delivery for a specific date and time.

Your scheduled message appears in the Scheduled tab in the Messages area so you can review or edit it before it sends.

Custom Reminder and Confirmation Templates

Automatic reminders send the same message to everyone. If you want to go further, a custom template lets you answer the questions participants actually have: where to check in, what to bring, or who to call if something changes. Build it once, and every participant gets the full picture automatically.

What You Can Include in a Custom Message

• Where to check in, park, or arrive once they get there
• What to bring, whether that's a dish, a form, or their own equipment
• A phone number or contact for last-minute cancellations or questions
• Any attached document they need, like a waiver or a map

Genius Tip

Use your confirmation template to answer the three questions volunteers ask most: where do I go, what do I bring, and who do I contact if something comes up. Answering those upfront eliminates most of the individual messages you'd otherwise get before your event.

How to Build a Reminder or Confirmation Template

• Log in and click the Messages icon on the left side of your account page.
• Click the Compose tab, then select Email Template.
• Choose whether to create a reminder email template or a confirmation email template.
• Enter the reply-to email address for any responses.
• Write your subject line and message body.
• Assign the template to a sign up from the dropdown, or save it as a template for future use.
• Review your template and save it. It's now available anytime from the Drafts & Templates tab in Messages.

Assigning a Template to a Sign Up

• From your Sign Ups page, click the Created tab.
• Click the ellipsis icon (…) next to the sign up and select Edit.
• Go to the Settings tab and scroll to Preferences.
• Check the box to customize the confirmation or reminder email.
• Choose the template you want from the dropdown menu.
• Save your changes.

Once it's set, every participant on that sign up gets your custom message automatically, no need to send anything individually.

Check Delivery Rate and View Sent Messages

Sending a message and knowing it was received are two different things. The Messages dashboard lets you check delivery stats so you're not left wondering whether a participant missed your email or simply didn't see it.

How to check your delivery stats:

• Click Messages on the left side of your account page.
• On the Dashboard tab, you'll see a log of recently sent emails.
• Click the Stats icon to the right of any message to open Message Details and Message Analytics.
• From there you can view the full text of the email and a breakdown of delivery results.

If a participant tells you they didn't receive a message, here are the most common reasons and how to address each one.

To view all messages sent from your account in the past 30 days, go to the Sent tab in the Messages area. Click the Stats icon on any row to see delivery details and analytics for that message.

Gold, Platinum, and Enterprise subscribers can also see which recipients opened the email and clicked the sign up link, giving you a fuller picture of engagement beyond delivery alone.

Frequently Asked Questions

Can I get my reminders by text instead of email?
Yes. In your account Settings under the Notifications tab, check the box for text reminders, email reminders, or both, and choose your preferred reminder time.

Do participants need to opt in to receive text messages from me as the organizer?
Yes. Group text messaging is separate from personal reminder preferences. Participants opt in after you send a text messaging invitation from Compose.

Can I use a custom confirmation on any sign up?
Only on sign ups tied to a specific date or time. Slots Only format doesn't support custom confirmation messages.

Is a custom reminder template available on the free plan?
No. Custom reminders and confirmations require a paid plan. The free plan sends the default confirmation and reminder emails automatically.

How do I know if a participant actually received my email?
Check the Stats icon next to any sent message in the Messages dashboard for delivery details and, on Gold plans and above, open and click tracking.