Client Messages

Client Messages lets you automatically send scheduled emails or texts to booked clients leading up to their event date.

You write the messages once, set the timing, and every booked client with an event date on file receives them automatically.

This feature is separate from AI-powered follow-ups. These are your own pre-written messages — no AI generates or modifies the content.

At the moment, VenueAI stops at a client being booked, this feature allows you to write templates specific to the client and in the future VenueAI will handle this.

Getting Started

  1. Go to Settings → Client Messages
  2. Turn on the Client Messages toggle
  3. Click New Message to create your first scheduled message
  4. As you add messages, they are automatically scheduled for any booked clients who have an event date on file

Creating a Message

Each message contains the following fields:

Field Description
Channel Email or SMS (text)
Subject Email subject line (email only)
Body The message content. Emails use the rich text editor, SMS uses a plain text field
Days Before Event How many days before the client's event date the message will send
Enabled Whether the message is active

Personalizing Messages

Merge Tags

You can personalize messages using merge tags. Click a tag button above the editor to insert it at your cursor.

Available tags:

  • {{client_name}}  — Client's name
  • {{event_date}}  — Event date (example: June 15, 2026)
  • {{event_type}}  — Event type (example: wedding, corporate event)
  • {{venue_name}}  — Your venue's name
  • {{venue_phone}}  — Venue phone number
  • {{venue_email}}  — Venue contact email

SMS Limits

Text messages are limited to 300 characters.

A character counter will show the remaining space as you type.

Signatures & Sign-Offs

Email

Your email signature (configured in Settings → AI Settings) is automatically appended to every email.

A preview appears below the editor.

SMS

Your SMS sign-off (configured in Settings → AI Settings) is automatically appended to every text message.

A preview appears below the text field.

These cannot be edited directly inside Client Messages.

How Scheduling Works

Messages are scheduled based on the client's event date, counting backward.

Examples:

Message Setting When It Sends
90 days before 90 days before the event
7 days before 7 days before the event
1 day before The day before the event

All messages are sent at 10:00 AM in your venue's timezone.

When Clients Start Receiving Messages

A client enters the schedule when both conditions are true:

  1. They are marked as Booked Event
  2. They have an event date on file

If a client is booked but does not yet have an event date, their messages begin once the date is added.

If a Client Books Close to Their Event

Messages whose scheduled send date has already passed are automatically skipped.

Example:

If a client books 20 days before their event, they will not receive:

  • 90-day message
  • 60-day message
  • 30-day message

They will only receive messages whose scheduled send date is still in the future.

Editing Messages

When you edit a message template, all pending messages update automatically.

You do not need to recreate schedules.

Content Changes

Subject or message content updates immediately across all pending messages.

Timing Changes

If you change the timing (for example 30 days → 45 days before event):

  • Send dates are recalculated for all clients
  • If the new date has already passed, that message is canceled for that client

Channel Changes

Switching between Email and SMS updates all pending sends automatically.

Enabling or Disabling Individual Messages

Each message has an Active toggle.

Turning OFF a message

Cancels the message for all clients who have not yet received it.

Turning ON a message

Adds it to all clients who currently have active message schedules, as long as the send date is still in the future.

Deleting a Message

Deleting a message will:

  • Permanently remove the template
  • Cancel all pending sends of that message for every client

Disabling Client Messages (Master Toggle)

When turning off Client Messages, you will be given two options:

Keep Scheduled Messages

Stops new clients from receiving messages, but allows already scheduled messages to continue sending.

Cancel Pending Messages

Turns off the feature and cancels all scheduled messages for every client.

Turning the feature back on does not recreate schedules for clients who were already booked. It only applies to future bookings.

What Happens When an Event Date Changes

If a client's event date is updated:

  • Their entire message schedule is recalculated
  • Messages whose send dates have already passed are skipped
  • Future messages are automatically rescheduled

If the event date is removed, all scheduled messages for that client are canceled.

What Happens When a Client is Booked

When a lead is marked as booked:

  1. AI replies are disabled

    The AI will no longer automatically reply to this client.

  2. AI follow-ups remain enabled

    This allows scheduled client messages to continue sending.

  3. Message schedule is created

    If Client Messages is enabled and the client has an event date, their schedule is created automatically.

Viewing Messages in Conversations

When a booked client has scheduled messages, you will see them in the Follow Ups section of the conversation sidebar.

Each message displays:

  • Channel (Email or SMS)
  • Scheduled timing

Click the eye icon to preview the exact message the client will receive.

The preview shows:

  • Merge tags replaced with the client's actual data
  • Exact send date
  • How many days before the event it will send

The Manage button opens Settings → Client Messages, where templates can be edited.

Note that send now, reschedule, and skip controls are not available for client messages. Timing is controlled through the message templates.

FAQ

Can I mix email and SMS in the same schedule?

Yes. Each message is independent. You can combine email and SMS messages within the same schedule.


What if a client has unsubscribed?

If a client has opted out of a channel (email or SMS), messages on that channel will automatically be skipped.


What if the client doesn't have a phone number or email?

Messages are only scheduled for channels with available contact information.

For example:

  • No phone number → SMS not scheduled
  • No email → Email not scheduled

Can I preview messages before they send?

Yes.

Open a booked client's conversation and click the eye icon next to any scheduled message to see the full preview.


What timezone are messages sent in?

Messages send at 10:00 AM in your venue's configured timezone.


Will the AI reply to responses from these messages?

No.

AI replies are disabled for booked clients. If a client responds, the message will appear in your inbox for manual reply.


Is there a limit to how many messages I can create?

No limit. You can create as many scheduled messages as needed.


What happens if I edit a message right before it sends?

If the message has not been sent yet, the updated version will be delivered.