How to disable, customize, or time email notifications for a meeting type

Every meeting type controls its own emails on the Notifications tab. Each message uses one simple control with three options, so you can turn an email off, keep the shared company version, or write one just for this meeting type.

Review message groups

Choose Off, Standard, or Custom

The three states

For every message you will see a single control:

• Off - the email is not sent for this meeting type.
• Standard - the company-wide template is sent. Editing the company standard changes it for every meeting type.
• Custom - a version specific to this meeting type is sent. Editing it only affects this meeting type.

A short line under each message always tells you exactly what will be sent, so you never have to guess.

How to change a notification

1. Go to your Meeting Types
2. Click on the meeting type you want to edit
3. Open the Notifications tab
4. For each message, choose Off, Standard, or Custom
   • Choose Custom to open the editor and write your own subject and content
   • In Standard, use Preview to see what is sent, or Customize to write a version for this meeting type
5. Click Save to apply your changes

Messages are grouped by who receives them: emails to your invitee, emails to you and your team, and a section for less common messages. Open a group to see every message inside it.

Choosing when the reminder and follow-up are sent

Reminder and Follow-up are the two messages whose send time you set yourself. Open the message and you get two extra fields:

• Timing - a number plus minutes, hours, or days. For the reminder this counts back from the meeting start, for the follow-up it counts forward from it.
• Recipient - all attendees, all hosts, or everyone.

The same fields exist for the Text message reminder, which uses SMS credits.

Every other message here is sent when its event happens and has no send time to configure. The booking confirmation in particular goes out immediately after the booking and cannot be delayed. If you need a message that arrives some time after the booking, build a workflow with the When Booking is made trigger and set a delay there.

Need more than one reminder, or the same reminder across several meeting types? Use workflows instead and assign them on the meeting type's Workflows tab.

Turning emails off

You can set any message to Off, including the booking confirmation and the cancellation notice.

Removing the ICS calendar file from the confirmation email

The Email confirmation always carries a calendar file (invite.ics) as an attachment, so your invitee can add the meeting to their calendar with one click. There is no switch that keeps this email and drops the file. If you do not want the attachment, choose one of the two routes below instead.

Calendar invitation only replaces the email when your connected calendar can invite the attendee itself. Google, Outlook (Microsoft 365), Exchange, and SmartWe can do that. With Apple iCloud, CalDAV, or Nextcloud, and whenever the calendar sync fails, meetergo falls back to sending the confirmation email with the calendar file attached, so your invitee is never left without the appointment.

Workflow emails never carry a calendar file. To send a confirmation without one, build a workflow on the When Booking is made trigger, write your confirmation there, and set the booking confirmation on this tab to Off so your invitee only gets one email. See Workflows.

Using alternative communication channels

When you turn meetergo's emails off, you can still reach attendees through other channels:

• WhatsApp via Superchat - Send confirmations, reminders, and follow-ups through WhatsApp using our Superchat integration
• Custom Workflows - Build automated, multi-step sequences on the Workflows tab. See Workflows