I’m trying to build a flexible webinar system which:
Store the webinar date-time in a custom field names “event_date_time”
Use this to send reminder emails 1 day before and Zoom link 2 hours before event starts
It is easy to create a segment with the event_date_time = +1 days, to send a reminder email 1 day before. However, I have no good solution for sending the reminder email 2 hours before!
Solutions not working, creating a segment with filter:
event_date_time equals + 0 day + 2 hours
event_date_time greater than + 0 day + 2 hours + 0 minutes
Etc
Everything that contains hours and minutes seems to not become relative to the hours and minutes in my event_date_time custom field? I’m I doing something wrong?
Another solution I’m thinking about:
Creating a loop in the campaign builder that every 15 minutes checks if the date-time is 2 hours or less before the webinar date time. However, this might be resource heavy?
Do you have a better solution for how to send reminder emails dynamically 2 hours before the event?
Many thanks for reading this and trying to help me!
Purpose: A Mautic campaign flow designed to send reminder emails 2 hours before a webinar event, with optimized time checks to ensure timely delivery while maintaining system efficiency.
Flow Structure:
Initial Source Trigger:
Campaign activates on event day (MMM event is today)
Primary Safety Checks:
First check: “Has event already happened?”
If YES → Send notification email (event already occurred)
If NO → Continue to timing checks
Critical Time Check:
“Less than 2 hours left to webinar?”
If YES → Send reminder email with video link
If NO → Continue to time management flow
Cascading Time Management:
“More than 11 hours left?”
If YES → Wait 9 hours, then loop back
If NO → Continue
“More than 6 hours left?”
If YES → Wait 4 hours, then loop back
If NO → Continue
“More than 3 hours left?”
If YES → Wait 1 hour, then loop back
If NO → Continue
Final Precision Phase:
“Final check if less than 2 hours left?”
If YES → Send the reminder email
If NO → Wait 10 minutes, then loop back
Key Features:
Progressive time checks with decreasing intervals
Built-in exit points to prevent infinite loops
Efficient resource usage through graduated wait times
Handles both early registrants and last-minute additions
Ensures reliable delivery of reminder emails approximately 2 hours before event
The flow is designed to handle contacts entering at midnight on event day as well as late registrations, with optimal balance between system resource usage and timing precision for the reminder delivery.