Customise reminders and follow-up emails

1. Set reminders before the meeting

1. Choose Edit on a meeting type and find Email reminders and follow-up.
2. Under Before the meeting, expand a reminder to edit its timing, subject and message. Choose Add email reminder for another, up to three in total.
3. Enter the number of minutes before the start. Each reminder needs a different whole-minute value, from 1 to 43,200 minutes (30 days). Use 60 for one hour or 1,440 for one day.
4. Choose Remove reminder for any reminder you do not need. You can remove them all.

2. Write and preview your message

Each reminder has its own subject and plain-text message. Subjects allow up to 200 characters and messages up to 4,000. Enter text rather than HTML; links you enter stay as text in the email.

Use these fields in a subject or message. Keep the double braces and field names exactly as shown:

• {{recipient_name}} — the name of the person receiving this email.
• {{meeting_name}} — the meeting type’s name.
• {{company_name}} — your workspace’s company name.
• {{host_name}} — the booking’s lead host.
• {{meeting_time}} — the formatted booking date and time.
• {{duration_minutes}} — the meeting length in minutes.

3. Choose an optional follow-up

1. Under After the meeting, turn on Send a follow-up email. It is off by default.
2. Set Follow-up after end (minutes). Use a whole number from 0 to 43,200 (30 days). Zero means the scheduled end; 60 means one hour later; 1,440 means the next day.
3. Edit the follow-up subject and message, using the same personalisation fields, and check the preview. You could send a thank-you, a feedback request or your usual next steps.

4. Save for future bookings

Choose Save meeting type. New bookings save these email settings. Existing bookings keep their original messages and timings, so editing a meeting type does not add a follow-up to bookings already made.

If a booking is rescheduled, its saved reminder and follow-up timings are recalculated around the new start and end. It keeps the settings saved when it was booked. Copying a meeting type also copies its email settings.

When an email is skipped

• A reminder is skipped if its due time has already passed when a booking is made or changed. Reminders are not sent after the start.
• Cancellation or deletion stops reminders and follow-ups that have not already started sending. An email already being sent cannot be withdrawn.
• A follow-up is skipped if the booking is marked No-show before sending. Unknown attendance does not stop it. Correcting attendance afterwards does not restart an already skipped follow-up.
• Follow-ups more than 24 hours overdue are skipped, so an extended delivery interruption does not send old follow-ups in a batch.