Wild Apricot automation · runs weekly
Email Wild Apricot event attendees after the event
The event is over, the check-in list is complete, and two different emails are due: a thank-you for the people who came and a note for the ones who registered and did not show.
Cotlet does it in your own Wild Apricot account with list_events, list_event_registrants and send_email, called by your AI agent, an n8n workflow or a script.
Hosted · nothing to install or maintain
Can Wild Apricot do this on its own?
Wild Apricot documents one follow-up path (checked 23 Oct 2026): filter the registrants by Checked in and email them by hand. It has no automatic after-event email to attendees and no separate one for no-shows. Its API is for developers and the help center does not describe sending email through it.
How you do it in Wild Apricot today
- An admin opens the event under Events > Event list and goes to the Registrants & invitees tab.
- The admin picks Checked in from the Filter dropdown and clicks the green Email registrants button to write to the attendees.
- Wild Apricot describes no filter for the opposite group. For the no-shows the admin builds the list by hand, or runs a Contacts advanced search on Registered for specific event(s) and removes the attendees.
- Each email goes through Communication > Email steps: template, preview, recipients, subject, Reply to, then Send it now or Schedule for later.
- The whole routine happens for every event, and the no-show note is the first thing to slip.
How to email Wild Apricot event attendees after the event
Find the Wild Apricot event that ended yesterday. Email everyone who was checked in a thank-you with the photo album link, and send a short "sorry we missed you" to registrants who were not checked in.- 01
Find the event
list_events returns the events list with the Attendance numbers Wild Apricot shows. The agent picks the event you named, or the latest one that already took place, and stops if no check-in was recorded, because then there are no attendees to separate.
- 02
Split attendees from no-shows
list_event_registrants runs twice: with checked_in set to true and to false. The agent follows next_cursor on each, so a large event is split as one batch.
- 03
Write two messages
One thank-you for attendees with the link you gave, one short note for no-shows. The agent does not promise anything you did not put in the prompt, such as a refund or a recording.
- 04
Send each as one email
send_email goes out with event_id and checked_in_only for attendees, and with the no-show contact_ids for the other group. Wild Apricot sends one email per unique address, so a guest who shares an address with a registrant gets one message. Each email waits for your OK by default.
- 05
Report the counts
The agent returns how many people each email was queued for, so you can compare them with the Attendance column of the events list.
What you get back
Event: Saturday group ride (Oct 17)
Registered 22, checked in 18
Thank-you queued for 18 attendees
"Sorry we missed you" queued for 4 no-showsOther ways to ask
- Thank only the attendees and do not write to no-shows.
- After every event this month, send attendees a survey link the next morning.
- Draft both emails in this chat and send nothing.
- Schedule the thank-you for 9:00 tomorrow in our timezone.
What Wild Apricot allows, and what to know first
- Wild Apricot records check-in at the event level, so at a multi-session event attendees cannot be checked in for individual sessions.
- Only full administrators and event managers can check in attendees, and the Checked in filter shows only what they recorded.
- Wild Apricot sends only one email to each unique email address, and recipients cannot see other recipients, because all are BCC by default.
- After Send it now the email goes into a queue and can take from a few minutes to a few hours to reach all recipients.
- Wild Apricot does not let you attach files to an email, so a photo album goes in as a link.
send_email asks for your OK by default. To run it weekly without you, switch confirmation off for that tool in your dashboard.
Sources: Wild Apricot Help: Event attendance · Wild Apricot Help: Sending emails manually · Wild Apricot Help: Searching for event registrations
Call send_email from a script
curl -X POST https://cotlet.dev/api/v1/wild-apricot/emails \
-H "Authorization: Bearer $COTLET_API_KEY" \
-H "Content-Type: application/json" \
-d '{"event_id":7210,"checked_in_only":true,"subject":"Thank you for riding with us on Saturday","body":"Thanks for coming to Saturday'\''s group ride. The photo album is here: https://yourclub.example/ride-photos"}'{
"email_id": 20318,
"status": "queued",
"recipients": 18,
"event_id": 7210,
"scheduled_for": null,
"subject": "Thank you for riding with us on Saturday"
}MCP: add https://cotlet.dev/mcp/v1 with the same key; the call is wild_apricot_write → send_email. Example data.
Schedule it in n8n, Make, Zapier or cronWild Apricot tools this automation uses
| Tool | Parameters |
|---|---|
| list_events | search, starts_after, starts_before, cursor |
| list_event_registrants | event_id, checked_in, cursor |
| send_email | subject, body, contact_ids, event_id, checked_in_only, schedule_at |
Frequently asked questions
Is it safe to connect Wild Apricot to Cotlet?
Yes. You sign in to Wild Apricot yourself, in your own Cloud Browser in the EU, and we never save your password. Your agents only get Wild Apricot once you enable it, every background request is listed, and the browser profile is stored encrypted with AES-256-GCM, the cipher 1Password uses for its vaults. The AI model never sees a login, posts and messages wait for your OK, and Disable for agents cuts access in one click. Independent scanners grade cotlet.dev A+ on Qualys SSL Labs, securityheaders.com and Mozilla Observatory; live results are on https://cotlet.dev/security.
Give your agent access to Wild Apricot.
Free 7-day trial with 2,000 credits, no card needed. Cotlet is independent and not affiliated with Wild Apricot.