Meeting Reminders and Workflows
Set up reminder emails before a meeting and follow-ups after it, choose when they are sent, and find out why a reminder email was not sent.
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.
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:
| What you want | Where to set it |
|---|---|
| One reminder and one follow-up for a single meeting type | Meeting type → Notifications tab → Reminder / Follow-up. Turn the message on, then set Timing (minutes, hours, or days) and Recipient. |
| Several reminders, the same setup reused across meeting types, WhatsApp, or messages triggered by a booking, cancellation, or reschedule | Workflows (this article), assigned to a meeting type under Workflows in the meeting type |
Both are available on Essentials and higher. The Notifications tab also has a Text message reminder, which uses the same SMS credits as an SMS workflow.
A reminder set on the Notifications tab and a reminder workflow both apply if both are active, so an attendee can receive two emails. See Avoiding Duplicate Emails.
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:
| Trigger | Use Case |
|---|---|
| 1 day before | Give attendees time to prepare |
| 1 hour before | Final reminder to join |
| 15 minutes before | Last-minute heads up |
| 5 minutes before | "Starting soon" notification |
After Meeting Triggers
Follow up after meetings:
| Trigger | Use Case |
|---|---|
| After meeting starts | Thank you for joining |
| After meeting ends | Request feedback or share resources |
| 1 day after | Survey or follow-up email |
| When transcript is received | Send the summary or notes once a meeting transcript arrives |
The When transcript is received trigger fires when a meeting's transcript or summary is first added through the meetergo API. It's meant for setups where a meeting-assistant tool pushes the transcript back into meetergo, most commonly meetergo Log with your account connected. It fires only once, on the first transcript or summary for a meeting. Use the {!M.Meeting.Summary} and {!M.Meeting.Transcript} tags (see Dynamic Tags) to include the content in your message.
Booking Event Triggers
React to booking changes:
| Trigger | Use Case |
|---|---|
| Booking confirmed | Welcome message with details |
| Booking rescheduled | Updated time confirmation |
| Booking cancelled | Cancellation acknowledgment |
Communication Channels
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
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.
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
- Navigate to Workflows in your dashboard
- Click Create Workflow
- Configure the trigger:
- Select trigger type (before/after meeting, booking event)
- Set timing (minutes, hours, or days)
- Choose the action:
- Select channel (email, SMS, WhatsApp)
- Write your message content
- Select recipients:
- All guests
- All hosts
- Everyone
- A specific company user
- A specific email address (e.g. a shared team inbox)
- Assign to meeting types:
- Apply to specific meeting types
- Or enable for all meetings
- 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.
Turning a reminder on, assigning a workflow to a meeting type, or changing its timing only affects bookings made after the change. Meetings that were already booked keep the reminders they got when they were booked—so a reminder you switch on today will not go out for yesterday's booking.
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:
| Tag | Replaces With |
|---|---|
{!M.Guest.Fullname} | Attendee's full name |
{!M.Guest.Firstname} | Attendee's first name |
{!M.Host.Fullname} | Host's full name |
{!M.Meeting.Start} | Meeting start time |
{!M.Meeting.Duration} | Meeting duration |
{!M.Meeting.Venue} | Meeting link or location |
{!M.Meeting.Summary} | Meeting summary (when available) |
{!M.Meeting.Transcript} | Meeting transcript (when available) |
{!M.Brand.Name} | Your company name |
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:
- 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.
- 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.
- Workflow disabled: ensure it's toggled on.
- Not assigned to a meeting type: a workflow only runs for the meeting types it is assigned to.
- 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.
- SMS credits depleted: check your credit balance for SMS workflows.
- 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:
- Check for overlapping workflows with similar timing
- Review meeting type assignments
- 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 and WhatsApp 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
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