Response Reminders
A guest sends an inquiry, the room gets busy, and nobody replies. Paloma emails your team about it before the guest notices the silence.
The reminder goes to your team, never to the guest. The email that reaches a quiet guest is a different feature, the still-interested nudge.
The email
To events@ivyroom.com
Hello Ivy Room Team,
This is a courtesy note from Paloma. An inquiry came in recently that is approaching 24 hours without Paloma seeing a response:
Email: dana.whitfield@example.com
Submitted: Tuesday, September 15 at 6:42 PM
You should also be able to find the inquiry in your email inbox by searching for the guest's email address or the submitted date.
If you have already responded to this inquiry, you may reply to this message and Paloma will update the inquiry's status accordingly.
Happy Eventing!
Paloma
Paloma sends it once, when a new inquiry has waited past your threshold for its first reply. Reply to the email itself and Paloma updates the inquiry’s status, so you don’t have to open the dashboard to act on one.
It only ever covers that first reply. Once anyone on your team has answered, the inquiry stops being eligible and no reminder goes out, whatever happens later in the thread.
Turning it on
Open the dashboard, click Settings, pick the venue, and choose Features.
| Setting | What it does |
|---|---|
| Enable Response Reminders | The switch. Off, Paloma never sends a reminder for this venue. |
| Remind me after | How long an inquiry can sit before we send. Set it in minutes or hours. The default is 24 hours. |
| Additional Reminder Recipients | Extra addresses on top of your venue’s event inquiry addresses, which always get it. Use it for a GM. |
Pick a threshold that matches how your team works. Someone at a desk all day might want two hours. An events lead who checks email twice a day does better on the 24 hour default. Too short and the reminder becomes noise your team learns to ignore.
The threshold and the subject line move together, so a venue on two hours gets an email that says two hours. For the rest of your venue configuration, see Spaces and Venue Settings.
Where reminders show up in the dashboard
Open the inquiry and its Timeline carries a card for every reminder, marked with a Response Reminder pill, naming who we reminded and how long the inquiry had waited.
So anyone picking the inquiry up later can see that the team was chased, when, and at which address.
If your organization uses inquiry workflows
When a workflow routes an inquiry, that workflow’s alert list takes over. It sets who gets the reminder and how long Paloma waits, and your venue’s own settings don’t apply to that inquiry.
This catches people out. The workflow’s recipients replace your venue’s list rather than joining it. If you’re used to being on every reminder because your address sits in the venue settings, you’ll stop seeing them for routed inquiries unless your address is on the workflow’s alert list too.
Turning it off
Switch Enable Response Reminders off and reminders stop straight away, including for inquiries already sitting past their threshold. Paloma checks the setting at the moment a reminder is due, not when the inquiry arrived, so no straggler lands after you’ve switched it off.
Common questions
“Is this the same thing as a nudge?”
No. A response reminder goes to your team about an inquiry you haven’t answered. A still-interested nudge goes to a guest who has gone quiet on you. One chases your side, the other chases theirs.
“We replied by phone and still got a reminder”
Paloma counts written replies on the inquiry. A phone conversation that never made it into the thread looks like silence to us. Reply-All to the inquiry email with a short note, or change the status from the dashboard.
Why this matters
First response time is the one thing a guest judges you on before they’ve met you. A reminder costs your team one email and saves the inquiry that arrived during service and slid down the inbox.
Any questions, or want reminders tuned for your venue? Email us at contact@palomaparties.com or book a meeting.