Attaching files and PDFs to booking emails

You can attach files from your meetergo file library to notification emails sent for bookings. This allows you to automatically send important documents like contracts, information sheets, or preparation materials to attendees.

Prerequisites

Before you can attach files to emails, you need:

1. Suite plan or higher: Email attachments are available on Suite plans and above
2. Files in your library: Upload files to your Files library first

Uploading files to your library

1. Go to Files in your meetergo dashboard
2. Click Upload to add new files
3. Select the files you want to upload
4. Once uploaded, files are available to attach to any meeting type

Adding attachments to email notifications

You can add file attachments to the following notification types:

• Confirmation email: Sent when a booking is created
• Reminder email: Sent before the meeting
• Follow-up email: Sent after the meeting

To add attachments:

1. Go to your meeting type
2. Open the Notifications tab
3. Click Customize on the message you want to attach the file to (for example Booking confirmation). If the message is already customized, the button is called Edit
4. Scroll down to the Email Attachments section
5. Click Add attachment from library
6. Select the file you want to attach
7. Repeat to add more files if needed
8. Save your meeting type

The attachment belongs to the meeting type, not to the template

The Email Attachments box is only visible while the message editor is open, which is why the attachment disappears from view as soon as you go back to the standard company template. The file itself is not lost.

• What you attach is saved on this meeting type's notification, not on the saved email template.
• Switching the message back to Standard keeps the attachment. The standard template is still sent, and your file is still attached to it.
• The same file therefore does not follow the template to other meeting types. Add it once per meeting type that needs it.
• To check what is currently attached, click Customize again and look at the Email Attachments section.

Managing attachments

In the Email Attachments section, you can:

• View attached files: See the filename and size of each attachment
• Remove attachments: Click the X button next to a file to remove it
• Add multiple files: Add as many files as needed (within size limits)

Use cases

Here are some common scenarios where email attachments are helpful:

• Confirmation emails:

  • Terms and conditions
  • Meeting agenda or preparation checklist
  • Directions or parking information
  • Onboarding documents

• Reminder emails:

  • Updated meeting materials
  • Last-minute preparation tips
  • Required forms to complete

• Follow-up emails:

  • Summary documents
  • Next steps guide
  • Contracts or proposals
  • Thank you materials

FAQ

What file types can I attach?

You can attach any file in your file library. The library accepts PDF, DOC, DOCX, XLS, XLSX, JPG, PNG, GIF, TXT, and CSV, plus audio and MP4 files. Other file types are rejected at upload.

Is there a size limit for attachments?

Individual files can be up to 10 MB. Keep the total attachment size reasonable to ensure email deliverability.

Can I remove the calendar file (ICS) that is already attached?

No. The booking confirmation email always carries the invite.ics calendar file, and your own attachments are added alongside it. See removing the ICS calendar file from the confirmation email for the two ways around it.

Can I attach different files for different languages?

No, attachments are the same for all language versions of an email. The same files are sent regardless of the invitee's language setting.

Can I attach files that invitees uploaded during booking?

For booking forms, the email attachment feature supports files from your file library. Files uploaded by invitees during booking are stored separately and can be accessed in the booking details.

For routing forms, uploaded files are automatically included as attachments in the form submission notification email (up to 8 MB total). No manual configuration is needed — the files are attached automatically when the form is submitted.

Why don't I see the Email Attachments section?

The Email Attachments feature requires a Suite plan or higher. If you're on a lower plan, you'll see an upgrade prompt instead.