Setting Up Email Reminders

Setting Up Email Reminders

Email reminders are one of the most effective ways to reduce no-shows. Studies show that a simple reminder 24 hours before a meeting can reduce no-shows by up to 40%.

Quick Setup

1. Go to Workflows > New Workflow.
2. Name it "Meeting Reminder".
3. Set the trigger to Before Event.
4. Set the timing to 1440 minutes (24 hours) before.
5. Add a step: Send Email to Attendee.
6. Customize the subject and body.
7. Save and activate.

Email Templates

When configuring the email step, you can use template variables:

• Attendee name — The booked person's name.
• Event title — The name of the event type.
• Date and time — The meeting date and time in the attendee's timezone.
• Meeting link — The video call or location link.
• Host name — Your name.

Multiple Reminders

You can create multiple reminder workflows:

• 48 hours before — "Your meeting is in 2 days."
• 24 hours before — "Reminder: Your meeting is tomorrow."
• 1 hour before — "Your meeting starts in 1 hour. Here's the link."

Best Practices

• Send at least one reminder 24 hours before.
• Include the meeting link prominently in the reminder.
• Keep the email concise — just the essential details.
• Include reschedule/cancel links for flexibility.
• Don't send too many reminders — 2 is usually enough, 3 is the max before it feels spammy.