Notify participants when a workshop instructor changes

Define the affected session and message

Identify the affected session ID, time, venue and the verified change in delivery. Exclude other dates and cancelled registrations. If a replacement is still being arranged, communicate what is known and when another update is expected instead of presenting an unconfirmed instructor as settled. Check whether materials, content or timing also change. Avoid unnecessary personal explanations about the original instructor. The notice should contain what an attendee needs to decide their next action, with an organiser’s contact route for questions that cannot be resolved by the general announcement.

Build a recipient snapshot by registration ID

Create a recipient snapshot with registration ID, session, contact, extracted-at time and message version. Do not join recipients by name alone. Decide how to handle a family booking with several rows sharing one address; a combined notice should make the covered party clear. Reconcile additions and cancellations after extraction so a new registrant also receives the current information. Copy only what this communication requires rather than duplicating the entire registration dataset. A stable reference helps organisers resolve replies without repeatedly searching several slightly different attendee lists.

Approve and version the notice

Draft the change, unchanged arrangements, required attendee action and contact deadline. State that content is unchanged only when that has been verified. Record approval and preserve the approved message so a last-minute edit cannot silently separate the recipient list from what was authorised. If a correction becomes necessary, create a new version and identify recipients of the earlier notice. Tally’s dynamic notifications can vary messages based on answers, but this is distinct from a deliberate update campaign to existing attendees; do not assume changing a form setting resends a notice to everyone.

Separate sending, acknowledgement and questions

Track not sent, send attempted, attendee acknowledgement and needs attention separately. Sending and reading are different facts. If the change requires a response, set a deadline and maintain an unanswered list; if it does not, avoid creating unnecessary acknowledgement work. A reply requesting cancellation belongs in the cancellation workflow, not just a comment attached to a notice. When resending, specify the recipient subset and message version. Repeatedly sending the same announcement to everyone can generate conflicting replies and more work without improving the accuracy of the organiser’s records.

Update public and post-registration information

Check the event page, confirmation instructions, attachments and on-site notices for the old instructor. Search snippets and previously shared images may not change immediately, so a live-page edit is not proof that every communication channel now agrees. Include reception scripts and printed materials. Historical reports may correctly retain the previous instructor’s name, which makes an indiscriminate site-wide replacement inappropriate. List the pages and documents for the affected session and record which ones were reviewed. This gives the next organiser a practical way to verify consistency without overwriting historical facts.

Use an existing communication tool when sufficient

For a small group, an existing email tool and a controlled recipient register may be sufficient. Use a sending method that does not expose attendee addresses to one another. Airtable can organise recipient states and Make can synchronise systems, but first identify the recurring work that justifies either addition. Compare collaborator access, retained history and review effort alongside message volume. Automation does not remove responsibility for approving the change or answering exceptions. A well-managed short list can be easier to maintain than a campaign workflow built for far more complex communications.

Test recipient and version mistakes

Test another session, cancelled attendees, multiple bookings sharing an address, registrations added after extraction, a resend and a corrected notice using fictional data. Confirm that staff cannot accidentally select an obsolete version and that a person answering a reply can inspect what was sent. Completion is not a send count alone: missing recipients and unresolved contact should remain visible. Link back to the registration, attendance and feedback guides for those separate jobs. This keeps the instructor-change notice traceable without turning it into the place where every event process is mixed together.

• Collect workshop applications with Tally
• Track event attendance in Airtable
• Collect actionable service feedback with Tally