# Email each Whova speaker their own session details

> Send every Whova speaker an email with their own session titles, times and co-presenters, built from the agenda and sent through Speaker Center.

Source: https://cotlet.dev/integrations/whova-api-mcp-server/email-speakers-session-details

A week before the event, every speaker should have their slot, track and co-presenters in writing. Whova's Message Speakers tab sends one text to the group you pick, so the personal version means copying each speaker's sessions out of the agenda.

Cotlet does it in your own Whova account with list\_speakers, list\_sessions and message\_speakers, called by your AI agent, an n8n workflow or a script.

[Request access](https://cotlet.dev/app/signup?app=whova) [All Whova tools](https://cotlet.dev/integrations/whova-api-mcp-server)

Hosted · nothing to install or maintain

Official options

## Can Whova do this on its own?

Whova has no API for speaker messaging (checked 12 Oct 2026), and its Zapier app has no speaker trigger or action. In the dashboard, Message Speakers in Speaker Center filters recipients by role or by incomplete profile, offers templates, and can also reach individual speakers. Whova's description of the feature does not mention per-speaker fields such as a speaker's own session time, so an email that differs for each speaker is still written one at a time.

By hand

## How you do it in Whova today

1. Open the Content tab > Speaker Center and select Message Speakers.
2. Start from a template, write the email from scratch or reuse one from a past or shared event.
3. Choose the recipients in Message Speakers: All speakers, Speakers of specific roles, or Speakers with incomplete profiles (missing photo, bio, affiliation or job title).
4. Set roles beforehand in Agenda Center > Session Manager: add the speaker to a session and use Change Role to mark them Moderator, Panelist, Keynote speaker or a custom role.
5. For per-speaker times, open each speaker's sessions in the agenda and copy them into separate emails. With dozens of speakers that is dozens of lookups, and a session moved later makes the earlier email wrong.

With an agent

## How to email each Whova speaker their own session details

Prompt

```
Email every speaker of the Northwind Summit their own sessions with times, track and co-presenters, plus our AV guidelines. Show me one draft before sending.
```

1. 01  
### Match speakers to their sessions  
list\_speakers gives each speaker with the session titles they speak in, and list\_sessions adds the start, end and track of those sessions, matched by title. A speaker named on two sessions gets both in one email.
2. 02  
### Set aside who should not get it  
A speaker in Speaker Center with no session on the agenda, or with no email address, is listed for you instead of emailed. When you limit the run to a track or a day, speakers outside it are left out and counted in the report.
3. 03  
### Write one email per speaker  
Each body names the speaker's sessions with dates and times in the event time zone, the track, and the co-presenters on the same session, followed by the shared text you supplied, such as AV guidelines or arrival times.
4. 04  
### Show one draft and the count  
Before any email leaves, the agent shows you one full draft and the number of speakers it will go to. After your OK, message\_speakers is called once per speaker with that speaker's ID, so nobody receives another speaker's schedule.
5. 05  
### Resend only to the affected speakers  
After an agenda change, give the agent the moved sessions and it emails only the speakers of those sessions, with the old and the new time side by side, instead of mailing the whole lineup again.

### What you get back

Example data

```
Northwind Summit 2026: 22 speakers on the agenda.
Draft approved, 20 emails sent through Whova.
Dana Reyes: Opening keynote, 21 Oct 9:00 to 9:45 AM, Main stage.
Jon Pike: 2 sessions, Pricing workshop (22 Oct 3:00 PM) and Growth panel with Maya Ortiz (22 Oct 4:30 PM).
Not sent: Sam Lee (no session on the agenda), Priya Nair (no email in Speaker Center).
```

### Other ways to ask

- Email only the moderators their panel time, the panelists' names and the question we want them to open with.
- Send the speakers of the Workshops track their session time and the note that rooms have flipcharts, not projectors.
- Three sessions moved today: email just those speakers their old and new times.

Before you automate it

## What Whova allows, and what to know first

- Whova adds a speaker to Speaker Center automatically once the speaker is added to a session in the agenda.
- Speaker roles in Whova are set per session with Change Role in Session Manager, and Message Speakers can target speakers by those roles.
- The Whova app gives speakers their speaker tools only when they sign in with the email used to register for the event as a speaker, and session fields a speaker cannot edit stay closed until the organizer enables them.
- Speakers see their own sessions in the Whova app under Speaker Hub > My Sessions and Audiences, so the email can point there for the live version of their schedule.

message\_speakers asks for your OK by default. To run it on a schedule without you, switch confirmation off for that tool in your dashboard.

Sources: [Whova: Message Speakers by role](https://whova.com/blog/message-speakers-by-role/) · [Whova App Speaker Guide](https://whova.com/pages/whova-speaker-guide/) · [Whova: speaker management and Speaker Center](https://whova.com/speaker-management-software/)

REST

## Call message\_speakers from a script

curl

```
curl https://cotlet.dev/api/v1/whova/message_speakers \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"event_id":"284611","subject":"Your session at Northwind Summit: 21 Oct, 9:00 AM","body":"Hi Dana, you open the summit with the keynote on 21 Oct, 9:00 to 9:45 AM on the Main stage. Please keep the talk to 40 minutes plus 5 for questions.","speaker_ids":["sp_204"]}'
```

Example response

```
{
"message_id": "msg_4107",
"event_id": "284611",
"recipients": 18,
"status": "sent"
}
```

MCP: add https://cotlet.dev/mcp/v1 with the same key; the tool is whova\_message\_speakers. Example data.

[Schedule it in n8n, Make, Zapier or cron](https://cotlet.dev/integrations/whova-api-mcp-server#automations)

Tools

## Whova tools this automation uses

__Cotlet Whova tools used to email each Whova speaker their own session details__
| Tool | Parameters |
| ----------------- | -------------------------------------- |
| list\_speakers | event\_id, session\_id |
| list\_sessions | event\_id, date, track |
| message\_speakers | event\_id, subject, body, speaker\_ids |

[All 11 Whova tools with descriptions](https://cotlet.dev/integrations/whova-api-mcp-server#tools)

## More Whova automations

- [Update a Whova agenda after a schedule change and tell attendees](https://cotlet.dev/integrations/whova-api-mcp-server/update-agenda-sessions)
- [Turn a Whova post-event report into sponsor recaps](https://cotlet.dev/integrations/whova-api-mcp-server/sponsor-recap-from-post-event-report)
- [Whova API and MCP server: every tool](https://cotlet.dev/integrations/whova-api-mcp-server)
- [All use cases](https://cotlet.dev/use-cases)

## Give your agent access to Whova.

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[Request access](https://cotlet.dev/app/signup?app=whova)