# Live show RSVP, reminders and follow-up

Collect live-show registrations, send calendar invitations and reminders, and configure post-show email or workflow follow-up.

*Release 3.3 · admin, operator, visitor*

**Settings › Live Shows › Shows** · **Settings › Live Shows › Past Shows** · **Settings › Live Shows › Post Show Email** · **Settings › Live Shows › Reminder Email** · **Settings › Live Shows › Accounts**

## What it is

Visitors can use **RSVP** to receive a calendar invitation for a scheduled live show. You can also configure reminder email and follow-up after attendance. The join form can collect contact details and separate email and text opt-in choices.

## Who uses it and why

- Visitors register for a show and provide details when joining.
- Operators with **Live Shows** configure reminders, follow-up and email templates, and review registrations.
- Administrators ask Powerfront to set account-level calendar and join-form options.

## Where to find it

With the **Live Shows** role, edit the show at **Settings › Live Shows › Shows** and open **Advanced** for reminders and follow-up. Manage templates at **Settings › Live Shows › Reminder Email** and **Settings › Live Shows › Post Show Email**.

The show list's **RSVP'd** count opens registration details. Past registration lists are available through **Settings › Live Shows › Past Shows**. Powerfront manages calendar and join-form defaults at **Settings › Live Shows › Accounts**.

## How it works

For a scheduled show offering **RSVP**, the visitor enters an email address. INSIDE sends an invitation with a calendar attachment, using the requested language and browser time zone. A schedule and duration are required. Repeating a request for the same show and address reuses the existing invitation rather than creating another registration.

The join form asks for the visitor's name. When email, phone number or company collection is enabled, those fields are also required on that form. Email and text opt-in controls are separate selections.

When an existing scheduled start changes to another scheduled time, INSIDE resends updated calendar invitations. Cancelling a scheduled show clears its registration list.

Enabled reminder processing uses the registration list and selected lead time. The initial editor choice is 30 minutes before the show. This is separate from the initial calendar invitation.

When **Send Post Show Email** is enabled, broadcast closure starts follow-up for viewers whose contact details are available and can also email their associated advisors. The message can include favourite content. Registration alone and actual attendance are different, so the follow-up audience is not simply the RSVP list.

**Send Workflow Task After Show** makes the selected enabled workflow available for eligible visitor follow-up. It can also run when a viewer leaves. Related callback reminders use **Callback Operator**, or a show host when no operator is selected.

## Configure it

1. Ask Powerfront to enable **Allow Calendar Invites** and configure the required **Join Form** contact and opt-in options. These options are off unless enabled.
2. With **Live Shows** access, create any reminder and post-show email templates using **New** in their respective screens. Templates support language-specific content and optional **BCC** recipients.
3. Edit the show, set its schedule and duration, then open **Advanced**.
4. Enable **Enable Reminder Email**, choose **Reminder Email** and **Reminder Time Before Show**.
5. Enable **Send Post Show Email** and choose **Post-Show Email** if follow-up is required.
6. For workflow follow-up, enable **Send Workflow Task After Show**, choose an enabled **Callback Task** and optionally a **Callback Operator**. Save the show.

### Settings

| Setting | Where | Applies to | Default | Who can change it | What it does |
|---|---|---|---|---|---|
| Allow Calendar Invites | Settings › Live Shows › Accounts › Default Show Settings | website | Off | Powerfront, on request | Offers calendar registration for scheduled shows in the visitor experience. |
| Ask for Email | Settings › Live Shows › Accounts › Join Form | website | Off | Powerfront, on request | Adds email collection to the show join form. |
| Ask for Phone Number | Settings › Live Shows › Accounts › Join Form | website | Off | Powerfront, on request | Adds telephone number collection to the show join form. |
| Ask for Company | Settings › Live Shows › Accounts › Join Form | website | Off | Powerfront, on request | Adds company collection to the show join form. |
| Email Opt In | Settings › Live Shows › Accounts › Join Form | website | Off | Powerfront, on request | Offers an email opt-in control when the join form asks for email. |
| Text Opt In | Settings › Live Shows › Accounts › Join Form | website | Off | Powerfront, on request | Offers a text-message opt-in control when the join form asks for a phone number. |
| Default | Settings › Live Shows › Accounts › Join Form › Email Opt In | website | Off | Powerfront, on request | Sets the initial selection of the Email Opt In control. |
| Default | Settings › Live Shows › Accounts › Join Form › Text Opt In | website | Off | Powerfront, on request | Sets the initial selection of the Text Opt In control. |

### Fields

| Field | Where | Required | What it is for |
|---|---|---|---|
| Calendar Invite Text | Settings › Live Shows › Shows | No | Supplies language-specific invitation text in Advanced, with account text available as a fallback. |
| Send Post Show Email | Settings › Live Shows › Shows | No | Sends configured follow-up email when the broadcast closes. |
| Post-Show Email | Settings › Live Shows › Shows | No | Selects the follow-up email template; leaving the choice empty uses the default email format. |
| Enable Reminder Email | Settings › Live Shows › Shows | No | Enables email reminders for the scheduled show's registration list. |
| Reminder Email | Settings › Live Shows › Shows | No | Selects the reminder email template, with the default email format available when no template is selected. |
| Reminder Time Before Show | Settings › Live Shows › Shows | No | Chooses the reminder lead time. The editor initially selects 30 minutes and offers choices up to 12 hours. |
| Send Workflow Task After Show | Settings › Live Shows › Shows | No | Enables the selected follow-up workflow for eligible visitors. |
| Callback Task | Settings › Live Shows › Shows | No | Selects the enabled workflow used for follow-up. |
| Callback Operator | Settings › Live Shows › Shows | No | Selects the operator to receive reminders related to answered callback tasks, falling back to a show host when empty. |
| Post Show Email Name | Settings › Live Shows › Post Show Email | Yes | Names a reusable post-show email template. |
| Title | Settings › Live Shows › Post Show Email | Yes | Supplies the post-show email subject for the selected language. |
| Reminder Email Name | Settings › Live Shows › Reminder Email | Yes | Names a reusable reminder email template. |
| Subject | Settings › Live Shows › Reminder Email | Yes | Supplies the reminder subject for the selected language. |
| Email Body | Settings › Live Shows › Post Show Email | No | Supplies the post-show message content for the selected language. |
| Email Body | Settings › Live Shows › Reminder Email | No | Supplies the reminder message content for the selected language. |
| BCC | Settings › Live Shows › Post Show Email | No | Adds a comma-separated list of blind-copy email recipients. |
| BCC | Settings › Live Shows › Reminder Email | No | Adds a comma-separated list of blind-copy recipients for reminders. |

### Permissions

| Permission | Lets you |
|---|---|
| Live Shows | Configure show follow-up, manage live-show email templates and view registration lists. |

## Limits and good to know

- Unscheduled shows cannot produce a calendar invitation through this flow.
- Reminder processing checks the due minute.
- Past registration lists are retained in this release. Automatic email of the list to the host is off.
- Opt-in controls collect choices; enabling them does not itself send text messages.
- A post-show email needs an available email address. A workflow needs to remain enabled and the visitor must still be available for it.
- Cancelling a show clears registrations. Do not assume it also removes an invitation already saved in a visitor's calendar.

## Depends on and works with

### This feature uses

- **Requires** [Live show setup and scheduling](RTC-022.md): Calendar invitations and timed reminders require a scheduled show with a duration.
- **Configured in** [Roles and permissions](ADM-008.md): Live Shows access controls email-template and registration-list management.
- **Configured in** [Virtual Assistant task setup](ENG-009.md): Callback Task selects a separately authored, enabled workflow.
- **Configured in** [Virtual Assistant task steps and branches](ENG-011.md): The selected callback task steps determine its follow-up questions and actions.
- **Works better with** [Operator reminders](CHAT-013.md): Answered callback tasks can produce reminders for the selected operator or a host.
- **Works better with** [Live show broadcasting](RTC-023.md): Broadcast attendance provides the viewers and advisors used for post-show follow-up.
- **Works better with** [Live show Showcase and product interactions](RTC-024.md): Post-show email can include content the viewer marked as favourite.

### Used by

- **Enhances** [Live show setup and scheduling](RTC-022.md): Scheduled shows can accept registrations and send reminders.
- **Enhances** [Live show Showcase and product interactions](RTC-024.md): Configured post-show email can use a viewer's favourite content.
- **Enhances** [Past show attendance and activity](RTC-028.md): Registrations and callback responses add RSVP and follow-up evidence.
- **Enhances** [Personal data retention and automatic deletion](SEC-021.md): Old live-show calendar invitations are cleaned up using the same retention period.

## FAQ and troubleshooting

### Why is there no RSVP option?

Check the show schedule and ask Powerfront to check **Allow Calendar Invites** on the account. The invitation also needs a duration.

### Does a repeat RSVP create another registration?

A repeat request for the same show and email address reuses the existing calendar invitation.

### Will visitors receive an update if I reschedule?

Changing an existing scheduled time to a new scheduled time triggers updated calendar invitations for the registration list.

### Why did a registered person not receive post-show email?

Reminders use registrations, while post-show follow-up uses broadcast viewers and available contact details. Check attendance, the show's follow-up option and the email address.

### Why did a follow-up workflow not appear?

Check **Send Workflow Task After Show**, the selected **Callback Task**, whether the workflow is enabled and whether the visitor is still available. The website also needs workflow capability.

### What happens to registrations when I cancel?

The scheduled show's registration list is cleared. Existing calendar entries should not be assumed to disappear automatically.