Automatic meeting reminders
Your Day Schedule emails your clients before every meeting — 24 hours and 1 hour ahead by default, with an optional 10-minute last call. Customize the copy with template variables, per reminder.
Reminders are automatic — once a booking is confirmed, Your Day Schedule handles the follow-ups so your clients actually show up. You customize them at Dashboard → Booking pages → Branding → Emails.
Which channels
Today, all reminders are sent by email, from our reliable sending domain with your name on the reply-to — clients can respond straight to you. SMS and WhatsApp reminders are on the roadmap but not available yet; if a client's phone or WhatsApp number is collected at booking, it's stored on their record for when those channels arrive.
When reminders go out
- 24 hours before — on by default. A friendly heads-up the day before. If the client has unchecked items on the latest recap you shared to their portal, the email adds a short Before we meet list (up to five) so they arrive prepared. Untick Add "Before we meet" checklist under the 24-hour reminder to leave it out.
- 1 hour before — on by default. A "starting soon" note with the join link.
- 10 minutes before — off by default. An opt-in last call, useful for video meetings where no-shows are costly. Turn it on in the Reminder emails section.
Each reminder can be switched on or off independently, and cancelled bookings never get reminders.
Reminders are sent in the client's timezone — a 3:00 PM meeting reads as 3:00 PM to them, wherever they are.
Customize the copy
Every reminder has an editable Subject and Message. Leave them blank to use the built-in copy, or write your own — per reminder. The email keeps your branding (logo, brand color) and always includes the date, time, duration, and the join link when the meeting has one.
Template variables
Drop these into any reminder subject or message and they're filled in per booking:
{{client_name}}— the client's name{{meeting_title}}— the meeting type's title{{date}}— the meeting date, in the client's timezone{{time}}— the start time, in the client's timezone{{host_name}}— your name{{portal_link}}— a link to the client's portal, where they can reschedule or cancel{{reschedule_link}}/{{cancel_link}}— also open the client's portal (rescheduling and cancelling require the portal's quick email verification, so all three links lead there)
For example: Hi {{client_name}} — {{meeting_title}} starts at {{time}}. Need to move it? {{portal_link}}
If something's off
- A client says they got no reminder — check the reminder is enabled in Branding → Emails, and that the booking was confirmed more than 24 hours (or 1 hour) before start; bookings made inside a window skip that window's reminder.
- Times look wrong in the email — the client's timezone was detected at booking; it's shown on their client record.
- You want to stop reminders for one meeting — reminders follow the booking, so cancelling or rescheduling it updates what gets sent.