Meeting Reminders and Workflows

Workflows in meetergo let you automate communications around your meetings. Send reminders before appointments, follow-ups afterward, and keep everyone informed about changes—all without manual effort.

You can also create CRM deals from form submissions and route them by interest.

Where to Set Up a Reminder

There are two places to send a reminder email, and both let you choose the timing. Pick the simpler one if it covers what you need:

Both are available on Light and higher. The Notifications tab also has a Text message reminder, which uses the same SMS credits as an SMS workflow.

What Are Workflows?

A workflow is an automated action triggered by a booking event. Each workflow consists of:

• Trigger: When the action happens (e.g., 1 hour before meeting)
• Action: What gets sent (email, SMS, or WhatsApp)
• Recipients: Who receives the message (attendees, hosts, or both)

Types of Triggers

Before Meeting Triggers

Send reminders before appointments start:

After Meeting Triggers

Follow up after meetings:

Booking Event Triggers

React to booking changes:

Conditions

Conditions let one workflow react differently to different bookings. There are two places to add them:

• Condition step: add a Condition to the workflow. Steps under If true run when the rules match. Steps under If false run otherwise.
• Booking conditions on the trigger: open the Booking confirmed trigger and add rules. The workflow only runs when every rule matches.

Rules can look at:

Text rules ignore upper and lower case. A rule with an empty value never matches.

Waiting Between Steps

A workflow can pause between two steps. Example: send an email, wait two days, then send an SMS.

1. Open the workflow and click + on the line between two steps.
2. Choose Wait. The wait sits above the step it delays.
3. Click the wait to set minutes, hours, or days.

• A wait directly under the trigger sets when the whole workflow starts.
• A wait between steps counts from the step above it. Several waits add up.
• Each branch of a condition keeps its own waits.
• A wait needs a step after it. To remove a wait, delete it or set it to 0.
• If the booking is cancelled during a wait, the rest of the workflow is not sent.
• If a booking that started the workflow moves to another time during a wait, the rest is not sent either. Other changes to the booking keep the waiting steps.

Communication Channels

Email

The default channel for most workflows:

• No additional cost
• Rich HTML formatting
• Supports attachments and links
• Custom email templates

SMS

Text message reminders for higher open rates:

• Requires SMS credits (see SMS Credits)
• 160 character limit per message
• Higher engagement than email
• Best for time-sensitive reminders

WhatsApp

Reach attendees on their preferred messaging app:

• Requires a connected WhatsApp Business number (directly via Meta, or via Superchat)
• Uses pre-approved message templates, so every {{n}} in the template has to be mapped in the workflow step before it can be saved
• Great for international audiences
• Includes read receipts

If a WhatsApp message does not arrive, the cause is almost never the workflow itself — see A message was not sent.

LinkedIn

Send a connection request, a message or a like on their latest post from the host's or deal owner's LinkedIn account. Needs a connected LinkedIn account and a LinkedIn seat. See LinkedIn in workflows.

SMS and WhatsApp for CRM changes

Deal and lead workflows can send phone messages without a booking.

1. Create a Deal workflow and choose a trigger, such as entering a specific stage. Select the pipeline and stage.
2. Add an SMS or WhatsApp action for the primary deal contact or all deal contacts.
3. Write the SMS, or choose a connected WhatsApp sender and an approved template. Map variables to contact or deal fields.
4. Set an optional delay, then save and enable the workflow.

Lead workflows offer the same channels for the captured lead. Contacts without a valid phone number are skipped, and duplicate numbers receive one message per action. SMS uses your existing credits. WhatsApp requires a connected provider and a template without dynamic booking links. Existing consent settings still apply, and trial accounts do not send phone messages.

Disabling the workflow or removing a recipient stops messages that have not yet been sent. Provider errors appear on the action. Interrupted deliveries are not resent automatically because the provider may already have accepted them.

Move a deal before or after a meeting

A meeting workflow can also work on the pipeline, for example move the deal to "Call today" 30 minutes before the call and to "Call held" once it ends.

1. Create a Meeting workflow and choose Before meeting start or After meeting ends with the timing you want.
2. Add Move deal to stage and pick the pipeline and stage. Mark deal won, Mark deal lost, Create a task and Change deal owner work the same way.
3. Save and enable the workflow.

meetergo acts on the deal the booking created. If the booking created none, it takes the open deal of the person who booked. For a stage move, only deals in the pipeline of the target stage count.

To have every booking create a deal, set a pipeline and stage on the meeting type, or create deals from form submissions.

Pre-Built Workflow Templates

meetergo includes ready-to-use templates:

One Hour Before

Sends a reminder email 60 minutes before the meeting with:

• Meeting time and date
• Video call link
• Agenda or description

Final Reminder (5 Minutes)

A last-minute notification just before the meeting starts.

Follow-Up One Hour After

Reaches out after the meeting ends to:

• Thank attendees for their time
• Share next steps
• Request feedback

One Day Before

Gives attendees advance notice with full meeting details.

One Day After Survey

Sends a feedback request the day after the meeting.

Creating a Custom Workflow

1. Navigate to Workflows in your dashboard
2. Click Create Workflow
3. Configure the trigger:
   • Select trigger type (before/after meeting, booking event)
   • Set timing (minutes, hours, or days)
4. Choose the action:
   • Select channel (email, SMS, WhatsApp)
   • Write your message content
5. Select recipients:
   • All guests
   • All hosts
   • Everyone
   • A specific company user
   • A specific email address (e.g. a shared team inbox)
6. Assign to meeting types:
   • Apply to specific meeting types
   • Or enable for all meetings
7. Save and activate

When Reminders Are Scheduled

meetergo schedules a booking's reminders at the moment the booking is made. The message, its timing, and its recipients are locked in at that point.

Two more rules follow from this:

• Short-notice bookings skip reminders whose time has already passed. If someone books a meeting three hours in advance and your reminder is set to one day before, that reminder is not sent at all. Add a second, shorter reminder (for example one hour before) for meeting types that get booked at short notice.
• Bookings that still need confirmation get their reminders when they are confirmed, not when the request comes in. See Booking Confirmation: Why It Happens and How to Turn It Off.

To apply a new reminder setting to a meeting that is already booked, reschedule that booking: rescheduling cancels the meeting's pending reminders and schedules them again from your current settings. For a one-off message, send it from the booking instead—see Sending quick messages to attendees.

Dynamic Tags

Personalize your messages with dynamic tags that auto-fill with booking data:

Example Message

Hi {!M.Guest.Firstname},

This is a reminder about your meeting with {!M.Host.Fullname}
at {!M.Meeting.Start}.

Join here: {!M.Meeting.Venue}

See you soon!
{!M.Brand.Name}

Workflow Best Practices

Don't Over-Communicate

• Limit reminders to 2-3 per meeting
• Avoid sending within minutes of each other
• Let attendees opt out of non-essential messages

Time Your Reminders Well

• 24 hours before: For meetings requiring preparation
• 1 hour before: Standard reminder
• 5-15 minutes before: Only for high-no-show scenarios

Use the Right Channel

• Email: Detailed information, links, attachments
• SMS: Time-sensitive, short reminders
• WhatsApp: International or mobile-first audiences

Keep Messages Concise

• Lead with the essential information
• Include the meeting link prominently
• Avoid lengthy paragraphs

Managing Workflows

Enable/Disable Workflows

Toggle workflows on or off without deleting them. Useful for:

• Seasonal campaigns
• Testing new messages
• Pausing during holidays

Edit Workflow Settings

Modify timing, content, or recipients at any time. Changes apply to bookings made after the change, not to meetings that are already booked—see When reminders are scheduled.

Delete Workflows

Remove workflows you no longer need. This doesn't affect already-scheduled reminders for existing bookings.

Troubleshooting

Reminder Email Was Not Sent

Start by checking whether the email left meetergo at all: open the Email log and search for the recipient's address. If there is no entry, the reminder was never scheduled, and one of these is usually why:

1. The booking is older than the setting. The reminder was turned on, assigned, or retimed after that meeting was booked. This is the most common cause—see When reminders are scheduled.
2. The reminder time had already passed when the booking was made. A one-day-before reminder cannot fire for a meeting booked three hours in advance.
3. Workflow disabled: ensure it's toggled on.
4. Not assigned to a meeting type: a workflow only runs for the meeting types it is assigned to.
5. No recipient selected: every action needs a recipient (attendee, host, a specific team member, or a specific address). Set it inside the action, not on the trigger.
6. SMS credits depleted: check your credit balance for SMS workflows.
7. Trial account: during the trial, reminders are still scheduled but every email goes to the account owner's own address, and SMS and WhatsApp are skipped.

If the log shows the email as delivered but the recipient says it never arrived, continue with Troubleshooting email delivery issues.

Duplicate Messages

If attendees receive multiple messages:

1. Check for overlapping workflows with similar timing
2. Review meeting type assignments
3. See Avoiding Duplicate Emails

Messages Not Personalized

Ensure you're using the correct tag syntax:

• Tags are case-sensitive
• Include the full tag with {! prefix and } suffix
• Preview messages before activating

Related Articles

• How to disable, customize, or time email notifications for a meeting type
• SMS Credits
• Connect WhatsApp directly – Send Reminders & Follow-Ups without Superchat
• How to Avoid Duplicate Emails
• Email Templates
• Notify a Specific Email Address via Workflow
• Troubleshooting email delivery issues