You can either read through the steps below or scroll to the bottom of the page to watch the recorded video version of this training. Click here to go straight to the video tutorial.
Overview
Every scheduler automatically sends two emails by default:
A confirmation when someone books a meeting
A reminder one hour before the meeting
You can change these messages, add new ones, and even send text reminders. All scheduler templates are shared across your account by default, but you can assign unique templates to individual schedulers if you’d like.
If you plan to send text reminders, your account must include a texting subscription.
Locate Your Scheduler Templates
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Go to Communication → Email Templates on the left sidebar.
The first time you create a scheduler, two templates are automatically added to your account:
General Meeting Booked (from VipeCloud)
Upcoming Meeting Reminder – 1 Hour (from VipeCloud)
You’ll find these in your root My Templates folder, unless you’ve organized them into a subfolder.
These templates are used by all schedulers in your account by default.
Edit the Default Templates
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Open one of the default templates (for example, the confirmation email).
These are built using the HTML Email Builder. You can edit text, layout, or merge tags just like any other template.
Merge tags like
%EVENT_TITLE%,%MEETING_START_TIME%,%MEETING_DURATION%, and%SCHEDULER_LINK%automatically populate with meeting details.Make your edits and click Save.
Tip: If you have multiple schedulers, note that these default templates are shared across all of them. To customize one scheduler’s messages, you’ll clone the template later in this guide.
Create a 3-Hour Reminder Email (as an example)
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Clone your Upcoming Meeting Reminder – 1 Hour template.
Rename it to something like Upcoming Meeting Reminder – 3 Hours.
Adjust your subject line and body text to match the new timing (for example, “Your meeting is coming up in about 3 hours”).
Keep the existing merge tags and meeting summary section so attendees have all relevant details.
Save your new template.
Recommended Way to Create a Text Reminder Template
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Go to your email meeting reminder template
Copy the body of the reminder template, copying the merge tags with the meeting information.
Go to Text Templates and create a new template.
Paste in the copied text and edit it to suit your needs.
Save your new template.
Add Email and Text Reminders to a Scheduler
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Go to Automations → Schedulers, then open the scheduler you want to modify.
Click the Automations tab.
In the Send Emails and Texts as Reminders for Upcoming Meetings section, you’ll see your current reminders listed.
The faded line beneath each reminder shows when it sends (for example, “Send reminder one hour before”).
Each reminder row includes an Edit Automation button for quick changes.
To add a new email reminder:
Click Create Meeting Automation → Send Email.
Choose your 3-Hour Reminder template.
Set the delay to Before Meeting and enter 3 hours.
Save the automation.
To add a text reminder:
Click Create Meeting Automation → Send Text.
Choose your text reminder template (for example, “Meeting Reminder – 1 Hour”).
Set the delay to 1 hour before and save.
You’ll now see each reminder listed with its timing clearly labeled.
Create Unique Templates for One Scheduler
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If you want a particular scheduler to use different messages:
Go to Communication → Email Templates.
Clone any default template (confirmation or reminder).
Edit and rename it to match the purpose of that scheduler.
Return to the scheduler’s Automations tab and select your new template for the appropriate reminder.
Recap
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Default templates: confirmation and 1-hour reminder emails.
You can edit or clone these to make new reminder messages.
Text reminders work the same way, just shorter and simpler.
Add reminders under each scheduler’s Automations tab.
After making updates, test your text reminders to confirm delivery.
Watch The Tutorial
Transcript
Transcript
0:01 Hey everybody, my name is Drew. Today we're going to talk about how to customize our scheduler reminders, emails and texts. 0:10 By default every scheduler sends a booking confirmation and a one hour reminder via email. But you can tailor the copy, you can change the timing, and you can also add additional reminders. 0:24 So in this walkthrough I'm going show you how you can personalize your reminders and change the timing. So like I said, these are via email automatically or by default. 0:38 And if you're going to be, I'm going to send text reminders, you'll need to have a text subscription as a part of your by cloud account. 0:47 So, uh, these are templates that we're talking about. So you're going to find them in your communication tab on that left sidebar. 0:55 And the email templates are going to be found under emails templates. And the email templates that are added to your account automatically are going to be just in this root, my templates folder. 1:08 But in my account is account I have a folder that I've set up for them. And you can see right here we have three email templates. 1:17 One of these is a custom one that I made for this demo. But these bottom two right here, the general meeting book email and the upcoming meeting reminder one hour, both with from VipePod in the name. 1:32 Those are the default ones that are going to be automatically added to your account when you make your first scheduler. 1:40 So you don't need to do anything special, uh, or change anything to just have that default. Um, how these default confirmations and reminders go out. 1:51 but if you want to change them then this is going to be the place that you want to go. So I'm going to take a look at this information email template. 2:02 These are HTML templates that are, uh, that are being used. So, if you've used our HTML builder, then you're going to be right at home here. 2:15 And even if not, because you have a completed template right here, um, you could just, uh, a lot of tweaks are going to be pretty simple to, uh, to make here. 2:26 So you'll see that this uses, um, these merge tasks. merge tags to put in, for instance, the event title, the date, the start time, the duration and you can edit the text here to change, um, to change what is going to be sent here. 2:47 Now, do note, if you have multiple schedulers that, by default, the one template is going to be used across all those different schedulers. 2:57 So, for instance, if you want to have something particular to a specific scheduler, you'll want to make a copy of this template and then just map that unique copy over to that unique scheduler. 3:14 And additionally, these merge tags, like for instance, if you're going to be making a uh, a text template to send a text reminder or a confirmation, a pro tip that I would suggest is just copying what you have here and then pasting it into a text template and then you can just modify the, uh, the message 3:39 itself from there. So, we're going to go just take a look at this, um, this three-hour message. message. And all I did was I just copied the one hour message and then modified it slightly. 3:58 So you can see right here, you know, a reminder. They have a meeting coming up in three hours and everything else. 4:05 I just kept the same, but you can tweak it all as you see fit, um, from within here. So let's head over to our text templates. 4:22 Here is that meeting reminder one hour message that I created. And like I said, all I did to create this was I copied the text from that from that email I pasted it in to here and then I just modified it from there. 4:45 So, hey, first names, a reminder that you have a meeting coming up in one hour, looking forward to speaking with you. 4:51 I'll call you at the number that you've provided and then little meeting summary right here. And it should do nicely. 5:02 So let's take a look at how you can add these to your scheduler. So schedule. are under the automation tab, click on schedulers, we're going to be working on this one right here. 5:21 Now these are going to be under the automations tab when you're looking at your scheduler. And so these, the automations tab is broken up into two sections. 5:31 You have this trigger automations when someone signs up section. So this is going to be what is immediately sent out at the time of them booking a meeting. 5:43 And then you've also got this right here, the send emails and texts as reminders for upcoming meetings. I think in most cases with the topic at hand here it's this reminders that we're gonna be that we're gonna be looking at here. 6:00 Also note that on this page right here, the meeting, the, uh, the templates that we've been looking at, they're also hyperlinked from here. 6:08 So you can also just get to them really quickly from this page too. And so each row here is going to be a different reminder. 6:18 And you can see in this, uh, in this sort of faded text down at the bottom, it says send reminder one hour before. 6:25 So that's also how you can just confirm, like, when this automations going to be taking place. And when I hover over this, there's that edit automation button right there, which allows me to configure what is being sent here. 6:39 So I want to change. When this is going to be sent, I can do that right here. So we're going to be adding a couple of reminders. 6:54 And this is just for purposes of demo. Not necessarily saying this is the best practice. This would probably be a lot of reminders to send. 7:00 But we're going to send this email three hours in advance. So I, uh, you know, I clicked on that create meeting automation button. 7:10 And, uh, I, And it auto fills that trigger stage. It just takes us straight to choose action. So we're going to click send email. 7:20 Choose email template. I'm going to select my three hour meeting template. We've got the send options and set delay to before after meeting. 7:32 Um, so you can, if you want to, uh, have an automatic email go out or have an automatic message go out after the meeting too. 7:40 But we're going to do before. We're going to set it to three hours. We don't need to have the calendar invites be a part of this. 7:48 So I'm going to save the automation right now. here and there we go now we have this second the second row here with the reminder that's going to go out three hours. 8:00 Before and as you can imagine it's going to be a pretty similar process for texts except instead of sending saying send email you're going to say send text. 8:10 Choose the text template. Meeting reminder one hour. It's going to be before. It's going to be one hour before and save automation. 8:23 And there we go. So as you can see once you've got your templates all squared away. Adding the automations to all of those. 8:30 is quite straightforward and yeah so let me know if if you have any any questions about this, reach out to support, reach out to or chat widget would be more than happy to help. 8:42 Thanks so much. . . .