Scheduler Workflows: Reminder & Follow-Up Emails
Every scheduler can automate what happens around a booked meeting: up to two reminder emails before it starts and one follow-up after it ends.
Where to find it
Workflows live in Step 5 — Workflow of the scheduler editor. Open Schedulers from the side rail, click Edit on the scheduler you want to automate, and scroll to the last step. Everything on this step is optional; a scheduler with an empty workflow behaves exactly as it always has.
Workflow settings are per-scheduler. Your “30 min intro” link can send a reminder a day ahead while your “Support call” link stays silent.
Reminder emails
Add up to two reminders. Each one has four settings:
- Send — how far before the meeting starts, from 15 minutes up to 1 week.
- Send to — the person who booked, you, or everyone on the meeting (including guests).
- Subject — the email subject line.
- Message — the email body. Basic HTML is allowed.
Leave the subject or message blank and CalendarBridge uses a sensible default.
Follow-up email
Add one follow-up, sent after the meeting ends. The offset ranges from right after the meeting to a week later. Audience, subject, and message work exactly as they do for reminders.
Follow-ups are a good place for a feedback link, a next-steps checklist, or a “book the next session” link.
Placeholders
Both the subject and the message accept placeholders, replaced with the real booking details when the email is sent:
{invitee_name}— the name the booker entered{invitee_email}— the booker’s email address{my_name}/{my_email}— your name and email as shown on the booking page{subject}— the calendar event’s subject line{start_time}/{end_time}— the meeting time, in the scheduler’s timezone and time format{meeting_link}— the video conferencing link, if the meeting has one{manage_link}— the reschedule/cancel link for this booking{scheduler_name}— the scheduler’s name
A placeholder with no value (for example {meeting_link} on a meeting with no video link) resolves to nothing rather than printing the raw token.
What happens on reschedule and cancel
Timed steps track the booking, not the clock:
- Rescheduled — pending reminders and the follow-up are moved to match the new meeting time. Steps that would now fall in the past are dropped.
- Cancelled — every pending reminder and follow-up is cancelled. Nobody gets a reminder for a meeting that isn’t happening.
- Workflow edited — changes apply to meetings booked after you save. Bookings already on the calendar keep the schedule they were created with.
Troubleshooting
- Reminder never arrived. Check whether the meeting was booked after the reminder point, and confirm the recipient address on the booking. Reminders come from
booking@calendarbridge.com— check spam filters and allowlists. - Everything is off but emails still arrive. Those are the standard booking confirmation and the calendar invite itself, which are not part of workflows.