--- title: "Message the crew, volunteers and traders working on your event | Ticket Fairy Guides" description: "Email or text the people working on your event in one go: a department, one day's rota, your volunteers, performers' teams, traders, press or sponsors. Start from a show-day template or let Fai draft it, check exactly who gets it before it goes, and see who it reached." canonical: "https://www.ticketfairy.com/guides/message-the-people-working-on-your-event" --- 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Message the crew, volunteers and traders working on your event Running your event day to day # Message the crew, volunteers and traders working on your event On show day, a gate change or a weather hold has to reach every steward, bar volunteer and trader in minutes, not after a round of phone calls. When you send one message to the right groups and see how many people get it before it goes, your whole site works from the same information. Fai, your AI teammate, can check sales, update your event or change a ticket when you ask. Takes: 7 minutes - [Open Messages](#step-1) - [Start a message](#step-2) - [Choose who gets it](#step-3) - [Choose how to send it](#step-4) - [Enter the message](#step-5) - [Choose when it goes](#step-6) - [Check who gets it, then send](#step-7) - [See who it reached](#step-8) ## Before you start - You need an owner, admin or producer role on the event, and your brand and account need to be verified. - Text messages need texting turned on for the event. Ask Ticket Fairy support to turn it on. 1. ## Open Messages Open the event, select **Operations**, then select **Messages** in the list of sections. Each message shows who it went to and how many it reached. **Note:** If Messages is not in the list, select **More sections** and open it there. On show day, **Message people** is also at the top of the show-day view. ![The Messages section with a scheduled weather hold and a sent gate change, each showing who it went to and how many it reached](https://www.ticketfairy.com/embeds/posters/marketing-event-messages--messages.png) *Management, Messages.* 2. ## Start a message Select **Message people**. ![The Message people dialog with the groups to choose from, email or text message, quick show-day messages, a box to ask Fai for a draft and the message fields](https://www.ticketfairy.com/embeds/posters/marketing-event-messages--message-people.png) *Message people.* 3. ## Choose who gets it Under **Who gets it**, tick each group, then narrow a group by its status, role, day, team or shift where it offers one. **Note:** The groups are departments, people on the rota, all crew, volunteers, performers' teams, traders, press, sponsors and **People who answered a form**, which you narrow by your decision or by one answer. Someone in two groups gets the message once. 4. ## Choose how to send it Under **How to send it**, tick **Email**, **Text message** or both. **Note:** If a channel isn't available for the event, a note under the channels says why. A text can be up to 480 characters, and the counter under it shows how many parts each text takes. 5. ## Enter the message Select a quick show-day message such as **Weather hold**, or enter what you want to say under **Ask Fai for a draft** and select **Draft it for me**, then check the subject and message. **Note:** Replace the words in square brackets in a template. Select a word beside **Add each person's:**, such as first name, shift time or, with a form's group ticked, their answer to one of its questions, to fill it in for each person. 6. ## Choose when it goes Optional: Select **More details**, turn on **Send later** and choose the time. **Note:** The time is in the event's time zone, at least 5 minutes and at most 60 days from now. You can cancel a scheduled message until it goes. 7. ## Check who gets it, then send Select **Check before sending**, read who gets it by email and by text, then select **Send to** with the number of people. **Note:** The check lists anyone left out, such as someone with no mobile number or a number that replied STOP. If the group changed since you checked, you see the new count and check again. **Warning:** You can't take a message back once it's sent. 8. ## See who it reached Select the message in the list. Each person shows **Sent**, **Opened**, **On the way** or **Not sent**. **Note:** Sent means we sent the email or text, and Opened shows when the person's email app loads its images. Select **Not reached** to see who it missed. ![Message panel showing who a gate change reached, who opened it and who it did not reach](https://www.ticketfairy.com/embeds/posters/marketing-event-messages--delivery.png) *One message, who it reached.* ## Or have it done for you Fai drafts a message in your brand's voice, counts who it will reach and sends it after you confirm the count and the channels. She never sends without your yes. ### In your dashboard, with Fai ``` Email Saturday's stewards and bar volunteers on that the gates open 30 minutes early, and show me who gets it before you send ``` ### From your own assistant, over MCP Connect your assistant to [our MCP server](https://www.ticketfairy.com/mcp-server) and ask it: The copied MCP configuration includes `--read-only`. Remove `--read-only` only when you want your assistant to make changes. Your assistant makes routine changes when you ask, and checks with you before a destructive action if your client supports that. If your client cannot ask, make the change in your dashboard. ``` Find my event , count how many volunteers a message would reach by email, draft a message saying the gates open 30 minutes early, and ask me before you send it ``` ## From your terminal Install the CLI from [our CLI page](https://www.ticketfairy.com/cli), sign in with `ticketfairy auth login`, and choose the brand you are working on with `ticketfairy brand use `. `ticketfairy brand list` and `ticketfairy event list` show the IDs the other commands use. Use the CLI to see which groups and channels an event can message, count an audience, have Fai draft the text, send it and list what was sent. Sending needs --expected-count, the count you checked, and asks you first unless you add --force. You need an owner, admin or producer role on the event. ### List the groups, statuses and channels this event can message. ``` ticketfairy event-os messages options ``` ### Count who a message to every volunteer would reach by email. ``` ticketfairy event-os messages audience --audience '{"groups":[{"source":"volunteers"}]}' ``` ### Have Fai draft the message from your words. Nothing is sent. ``` ticketfairy event-os messages draft --request "Gates open 30 minutes early on Saturday" ``` ### Email every volunteer. This sends and asks you first. The count must match the one you checked. ``` ticketfairy event-os messages send --audience '{"groups":[{"source":"volunteers"}]}' --subject "" --message "" --expected-count ``` ### List the messages sent and scheduled on the event. ``` ticketfairy event-os messages list ``` ## Send a message again to the people it missed 1. ### Send it again Open the message, select **Send again to people it didn't reach**, then **Send again**. **Note:** Numbers that replied STOP or can't receive texts are left out. You see the button once the message has finished sending. Send a message again from its panel in the dashboard. ## Cancel a scheduled message 1. ### Cancel it Open the scheduled message, select **Cancel this message**, then **Cancel message**. **Note:** Nobody gets it, and it stays in the list as **Canceled**. Cancel a scheduled message from its panel in the dashboard. ## See every message one person was sent 1. ### Open their messages Select a person's name in a message, or **Messages** beside a contact on a performer's page, to see every message they were sent about the event. ![List of every message one crew member was sent about the event](https://www.ticketfairy.com/embeds/posters/marketing-event-messages--person-messages.png) *Messages to one person.* Fai lists the messages sent on the event and who each one reached. ### In your dashboard, with Fai ``` Which messages did we send about today, and who did they not reach? ``` ## Questions you might have **Where do replies go?** Replies to the email go to your brand's email address. Replies to a text get an automatic answer and we don't collect them, so ask people to reply by email or phone. **How many people can I message?** One message can go to up to 2,000 people, and your team can message up to 10,000 people a day and send 20 messages an hour. **Does Fai send messages on her own?** Not from Messages. When a set time on the run of show moves by 15 minutes or more, Fai suggests an email to the teams it affects on the event's Today page, and nothing goes until someone approves it. Fai emails shift offers and the still coming question by itself only if you turn that on in **Rota rules**. **Can I message ticket holders here?** No. This section is for the people working on the event. Email ticket buyers from the event's Messaging page. ## Still have a question? Book a demo and we will answer it on a call, on your kind of event. Or create your account and see it for yourself. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No monthly fee. No credit card required. ## Related guides - [More ways to use Ticket Fairy](https://www.ticketfairy.com/features) - [Recruit volunteers for your event](https://www.ticketfairy.com/guides/recruit-volunteers-for-your-event) - [Take food, drink and market trader applications for your event](https://www.ticketfairy.com/guides/take-trader-applications-for-your-event) - [Call your show live on show day](https://www.ticketfairy.com/guides/call-your-show-live-on-show-day) - [Build an application or sign-up form for your event](https://www.ticketfairy.com/guides/take-applications-with-a-form) - [Run your event from its Today page](https://www.ticketfairy.com/guides/run-your-event-from-its-today-page) - [Find any performer, stage or day on your event](https://www.ticketfairy.com/guides/find-any-performer-stage-or-day-on-your-event) - [Every Ticket Fairy guide](https://www.ticketfairy.com/guides) ## Do this on your own event Create your account, build your event and follow the steps in your own dashboard. You do not need to book a sales call. [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) ## Sell tickets with Ticket Fairy Start free with unlimited events and no monthly fee, and choose a paid plan when you need more. - Set up your event in minutes - Free events are free - Fai, your AI teammate, is built in [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No monthly fee. No credit card required. ## See it on a call Book a demo and we will show you how Ticket Fairy handles your kind of event. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [More ways to use Ticket Fairy](https://www.ticketfairy.com/features) ### Tips for selling more tickets Practical advice from working event organizers, and every new guide as it is published. We respect your privacy. Unsubscribe anytime. --- This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) ยท [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)