Every scheduler automatically sends a confirmation email when someone books a meeting and a reminder email one hour before the meeting. You can edit these default messages, create additional reminders, and add text reminders alongside or instead of email.
How to Locate Your Scheduler Templates
Click Communication in the left sidebar.
Click Email Templates.
Locate the two default templates in your My Templates folder: General Meeting Booked (from VipeCloud) and Upcoming Meeting Reminder - 1 Hour (from VipeCloud).
How to Edit a Default Reminder or Confirmation Template
Open one of the default templates from the Email Templates list.
Edit the text, layout, or merge tags using the HTML Email Builder.
Click Save.
How to Create an Additional Reminder Email Template
Use this when you want a reminder at a different time than the default 1-hour email, such as a 3-hour reminder.
We recommend copying your existing meeting reminder templates.
Locate your meeting reminder template
Hover over it and click Copy Template
Rename the cloned template to reflect the new timing, for example Upcoming Meeting Reminder - 3 Hours.
Follow the steps to add this as an autoresponder to your desired Schedulers per the instructions below.
How to Create a Text Reminder Template
Open the email reminder template you want to base the text message on.
Copy the body text, including the merge tags.
Click Text Templates in the left sidebar.
Click Create Template.
Paste the copied text and edit it to fit a text message format.
Click Save.
Suggested template:
Hi %FIRST_NAME%! This is a reminder that you have a meeting coming up in 1 hour. See below for more information:
Start Time: %EVENT_START_TIME%
Duration: %EVENT_DURATION%
Phone: %EVENT_PHONE%
URL: %EVENT_URL%
How to Add a Reminder to a Scheduler
Click Automations in the left sidebar.
Click Schedulers.
Open the scheduler you want to modify.
Click the Automations tab.
Locate the Send Emails and Texts as Reminders for Upcoming Meetings section. Each existing reminder is listed with its send timing shown beneath it.
Add an Email Reminder
Click Create Meeting Automation.
Click Send Email.
Choose the email template for this reminder.
Set the delay to Before Meeting and enter the number of hours.
Click Save.
Add a Text Reminder
Click Create Meeting Automation.
Click Send Text.
Choose the text template for this reminder.
Set the delay to Before Meeting and enter the number of hours.
Click Save.
How to Use Unique Templates for a Single Scheduler
Default templates are shared across every scheduler in your account. Use this process when one scheduler needs its own confirmation or reminder messages.
Click Communication in the left sidebar.
Click Email Templates.
Clone the default template you want to customize.
Edit and rename the cloned template to reflect the specific scheduler.
Go to that scheduler's Automations tab.
Select the new template for the relevant reminder.
Key Notes
Text reminders require an active texting subscription on the account.
Merge tags such as %EVENT_TITLE%, %MEETING_START_TIME%, %MEETING_DURATION%, and %SCHEDULER_LINK% automatically populate with the meeting's details.
Default confirmation and reminder templates apply to every scheduler in the account unless a unique template is mapped to a specific scheduler.
After adding or editing reminders, send a test to confirm delivery and merge tag output.
Video Walkthrough
Use the timestamps below to jump to specific sections:
0:00 - Introduction
0:47 - How to locate your scheduler templates
2:02 - How to edit a default reminder or confirmation template
3:39 - How to create an additional reminder email
4:22 - How to create a text reminder template
5:21 - How to add a reminder to a scheduler
7:57 - How to use unique templates for a single scheduler
8:30 - Recap