Automated reminders are managed from WordCamp CentralWordCamp Central Website for all WordCamp activities globally. https://central.wordcamp.org includes a list of upcoming and past camp with links to each. under Organizer Reminders Automated Reminders in the left-hand admin menu. From there, you can view all existing reminders, see which are published or in draft, and add new ones.
Accessing automated reminders
Navigate to central.wordcamp.org/wp-admin/edit.php?post_type=organizer-reminder, or find it in the sidebarSidebar A sidebar in WordPress is referred to a widget-ready area used by WordPress themes to display information that is not a part of the main content. It is not always a vertical column on the side. It can be a horizontal rectangle below or above the content area, footer, header, or any where in the theme. under Organizer Reminders Automated Reminders.
Adding a new automated reminder
Click Add New Automated Reminder at the top of the list. The editor has several sections to fill in.
Title (email subject line)
The post title becomes the subject line of the email. Make it clear and descriptive — organizers will see this in their inbox.
Email body
Write the email content in the main editor area. Use placeholders from the Available Placeholders panel on the right to dynamically insert WordCampWordCamp WordCamps are casual, locally-organized conferences covering everything related to WordPress. They’re one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more.-specific information, such as [wordcamp_name], [organizer_name], and [wordcamp_start_date]. Only use placeholders from that list — unsupported placeholders will appear as literal text in the sent email.
Reminder details
Scroll down to the Reminder Details section to configure the following:
- Who should this email be sent to? Select one or more recipients, such as the organizing team, the assigned mentorEvent Supporter Event Supporter (formerly Mentor) is someone who has already organised a WordCamp and has time to meet with their assigned mentee every 2 weeks, they talk over where they should be in their timeline, help them to identify their issues, and also identify solutions for their issues., or a specific wranglerWrangler Someone, usually a person part of event organizing team, who looks after certain things like budget or sponsors. role.
- When should this email be sent? Choose from:
- A set number of days before the camp starts
- A set number of days after the camp ends
- A set number of days after the event is added to the pending schedule
- On a trigger — select a specific event, such as “When mentor is assigned / changed”
- For which type of events? Select the applicable event type or types: All, WordCamp, DoActiondo_action do_action hackathons are community-organised events that are focussed on using WordPress to give deserving charitable organisations their own online presence. Learn more on doaction.org., Campus Connect, Student Club, or Other Event.
Publish
When everything looks good, click Publish to activate the reminder. Use Save Draft if you’re not ready to make it live yet.
Example: reminder for WordCamp mentors
Here’s a worked example of a reminder triggered when a mentor is assigned to a WordCamp.
- Click Add New Automated Reminder
- Set the title — this becomes the email subject line, for example: Introducing your [wordcamp_name] mentor
- Write the email body using placeholders like
[mentor_name],[mentor_email], and[wordcamp_name]from the Available Placeholders panel - Under Who should this email be sent to?, select The organizing team and The Assigned Mentor
- Under When should this email be sent?, select On a trigger and choose When mentor is assigned / changed
- Under For which type of events?, select WordCamp
- Click Publish
Manually sending a reminder
The Manually Send panel lets you send a reminder immediately to a specific WordCamp’s recipients, bypassing the automatic schedule. This is useful for testing or one-off sends.
- Check Manually send this email
- Select a WordCamp from the dropdown
- Save or update the post — the email sends right away
Note that this will send regardless of whether the reminder has already gone out automatically.
