Help / Workflows

Reminders and follow-ups

Most teams want the same two things from workflows: a reminder so people show up, and a follow-up so the conversation continues. Here's how to set both up.

A reminder before the meeting

1. In Workflows → Create Workflow, add a step.
2. Trigger: before the event. Set the lead time (24 hours / 1440 minutes is a common choice; many teams add a second step at 1 hour).
3. Action: email the invitee (or SMS to invitee: see SMS notifications for what it needs).
4. Write the subject and body, and keep it short: who, when, where, and the meeting link. Use placeholders like the invitee's first name and the host's name so it reads personally.
5. Attach the workflow to the event types it should cover and turn it on.

A reminder a day before plus one an hour before is the single most effective no-show fix.

A follow-up after the meeting

1. Add another step to the same workflow (or a new one).
2. Trigger: after the event. Set how long after it ends (e.g. 60 minutes, or the next morning).
3. Action: email the invitee.
4. Write the follow-up: a thank-you, the agreed next steps, a link to a recording or a proposal, a feedback form.

Common pitfalls

• Reminder lead time longer than the booking notice. A 24-hour reminder can't fire for a meeting booked 3 hours in advance, because the time has already passed. That's normal; consider a shorter second reminder for last-minute bookings.
• Two reminder workflows on one event type → two reminders. Consolidate into one workflow per event type.
• SMS to people who didn't opt in. SMS steps only reach invitees who ticked the SMS checkbox and gave a phone number; everyone else simply doesn't get that step. Pair an SMS reminder with an email one if everyone should be reminded.
• Follow-up fires after a no-show or cancellation. "After event" is time-based. If you want different handling for cancellations, use the on-cancellation trigger in a separate step.