Bulk Communication Tips

Sending Messages to All Your Guests

Efficiently communicate with your entire guest list while maintaining a personal touch.

Planning Your Communication Strategy

Timeline of messages:

• 8-10 weeks out: Initial RSVP invitation
• 3-4 weeks out: First reminder (non-responders)
• 2 weeks out: Final reminder
• 1 week out: Details/logistics email
• Day before: Reminder SMS (optional)

Don't over-communicate:

• Quality over quantity
• Each message should have purpose
• Respect guest inbox space
• Consolidate updates when possible

Segmenting Your Guest List

Send targeted messages to:

• All guests
• Attending only
• Not yet responded
• Declined
• Out-of-town guests
• Wedding party

How to segment:

1. Go to Guests page
2. Use filters to select group
3. Click "Send Message to Selected"
4. Or create saved segments for reuse

Sending RSVP Invitations

Best practices:

• Send in batches if list is large
• Start with close family/friends
• Monitor for bounced emails
• Resend to failed deliveries

Batch sending:

1. Filter to guests not yet invited
2. Select first batch (50-100)
3. Click Send Invitations
4. Wait for delivery confirmation
5. Send next batch

Sending Reminders

For non-responders:

1. Filter: RSVP Status = "Pending"
2. Review the list
3. Click "Send Reminder"
4. Choose email and/or SMS
5. Send

Personalize approach:

• Close friends: Personal follow-up call
• Extended family: Email + SMS
• Colleagues: Email is sufficient

Sending Updates/Announcements

When to send bulk updates:

• Venue or time change
• Important new information
• Schedule additions
• COVID or weather updates

How:

1. Go to Guests > Communications
2. Click "New Announcement"
3. Select recipients (usually all attending)
4. Write your update
5. Preview and send

Managing Bounced Emails

What causes bounces:

• Typo in email address
• Invalid email address
• Full inbox
• Email no longer exists

How to handle:

1. Check bounce report in Settings > Email
2. Verify email addresses are correct
3. Contact guest for correct email
4. Update and resend

Delivery Timing

Best times to send:

• Tuesday-Thursday mornings
• 9-11am in recipient's time zone
• Avoid Monday mornings
• Avoid Friday afternoons

Avoid:

• Holidays
• Major events (Super Bowl, elections)
• Very early morning or late night

Tracking Engagement

Monitor these metrics:

• Open rate (how many opened)
• Click rate (how many clicked RSVP)
• Response rate (how many completed RSVP)
• Bounce rate (failed deliveries)

Where to find:

• Dashboard > Communications > Reports
• Filter by date or message type
• Export for detailed analysis

Managing Large Guest Lists

For 200+ guests:

• Send in batches of 100
• Allow 30 minutes between batches
• Monitor for issues between sends
• Use segments strategically

Keep organized:

• Note who received what and when
• Track follow-ups needed
• Coordinate with partner/family on who contacts whom

Follow-Up Strategy

Escalation approach:

1. Email invitation
2. Email reminder (2 weeks later)
3. SMS reminder (if no response)
4. Personal call or text

For VIP guests (parents, wedding party):

• Personal message or call
• Don't rely solely on bulk emails
• Confirm in person if possible

Avoiding Common Mistakes

Don't:

• Send too many messages
• Forget to proofread
• Include sensitive information
• Send at inappropriate times
• Ignore bounced emails

Do:

• Test before sending
• Personalize when possible
• Include clear calls-to-action
• Make opting out easy
• Follow up appropriately

Pro Tip: Create a communication calendar marking exactly when you'll send each message. Share with your partner and anyone helping with communications to avoid duplicates and stay organized!