When creating an Event, you can customize the email notifications invitees will receive.
Event Email Invitation Settings
💌 Heavy
After the Event is created, invited members will receive an email invite.
The event will be added directly to their calendar.
This setting is best for events (like classes or courses) that you expect all invitees to attend, as it ensures they have the event on their calendars.
Note: RSVP data cannot be collected, as the event is automatically added.
✉️ Medium
After the Event is created, invited members will receive an email invite.
Once the invitee RSVPs "yes" to the Event, it will automatically be added to their calendar.
💤 None
No email invites are sent to invitees.
After the Event is created, invited members can RSVP directly from the event page. Once they RSVP, the Event will be added to their calendar.
This setting is ideal for organizers hosting many events, and it helps avoid overloading members with emails.
Note: If choosing this option, you can encourage your community members to check the Events page on your community sidebar for upcoming Events and RSVP there.
Frequently Asked Questions
Why do I see a warning before I create my Event?
If you select Medium or Heavy, Heartbeat will display a warning to allow you to confirm and acknowledge how many members will be immediately notified when you create your Event.
What happens when a new member signs up?
Upcoming Events set to Medium are bundled into one welcome email that lists them, and each Event set to Heavy sends its own invite. If only one Medium Event is coming up, it arrives as a single invite.
What happens when a member is added to a Group or Course later?
They get a separate invite for every upcoming Medium or Heavy Event that Group is invited to, usually within the hour.
How do I stop these emails?
Set the Event's email invitations to None, which stops both kinds. When members are added to a Group or Course, their own Event emails setting applies too: with Only after RSVPing or None, they don't get these invites. To change that for everyone, update Event emails under Default Member Settings in Settings > Notifications and choose Apply to new & existing members.
Can members be reminded before the Event starts?
- Yes. Under Event Reminders on the right-hand column, click Add Reminder and pick a lead time between 5 minutes and 7 days before the Event. Reminders are sent as a push notification.
- To also send them by email, open Advanced Email Settings under Event Email Invitations and switch on Send event reminders as emails. Reminder emails go to everyone invited except anyone who has RSVP’d "No", and if Event Email Invitations is set to None they go only to members who have RSVP’d.
- A reminder is skipped if its send time has already passed when you save the Event, so a 1 day before reminder added to an Event starting in six hours will not be sent. More on this in How to create an Event.
Are invitees notified when I update an Event?
If you update the time, location or description of your Event, invitees will be notified unless they have their email notifications for Events turned off.
Why are Event updates not being sent to certain attendees?
- Event updates are only sent to attendees who have at least "Only after RSVPing" enabled for email notifications.