Meeting Templates Overview

You can use custom meeting templates to quickly schedule everything from coffee meetings to product demos. With each unique meeting template, you can specify the duration, availability, title, and location of the meeting.

Below are a list of features included in Mixmax meeting templates:

  • Set up custom fields
  • Set your availability
  • Prevent Double-booking
  • Set default guests
  • Set Reminders
  • Insert meeting template availability in an email

  • Create A Custom Meeting Template

    To create a custom meeting template, head to your Meeting Templates page and click the New Meeting Template button. This will open up a blank meeting template. Give it a unique name by editing in the top bar.

    Default Event Details

    These event details will display in the meeting confirmation window, and in the Mixmax invitation emails that go to you and your recipient. They’ll also be inserted into your Google Calendar event.  

    They include the meeting title, location, calendar to schedule on, and meeting description.  


    Ask guests to provide certain information by creating custom fields. It’s a great way to ask for phone numbers, preferred locations, website links, etc. The field responses will be added to the calendar event description.

    Guests will be prompted to fill out these fields when they follow your meeting template calendar link (see below). Fields are not shown when inserting availability directly into an email. 

    Click the Add a field button, add the field label (the prompt your guests will see), and choose if the field is required. Click the ( + ) circle to add more fields, or the ( - ) circle to delete fields.   

    When recipients visit your meeting template booking page ( not when booking through an email), they'll see a calendar of your available times. Once they click one of those time slots, they'll be prompted to fill out their name and email address, and your custom fields!  Like "Phone number" and "Role interested in":

    Advanced: Fill in Template Variables from the URL

    If you'd like to pre-fill custom fields, you can append a `?<custom variable name>=<value>` to the calendar URL. The following examples:

    Will all fill the custom field named "phone number":

    You can also use a variable as your value.  For example you can use:{{color}} then use data you already have in your Mixmax contacts or CSV file to fill the variable. 

    This can be used in your Sequences where you use a Meeting Template that requires a certain field, such as Mailing Address, which you may already have for some of your contacts. If the information is already associated with a contact, it will be pre-filled for them automatically by using "?mailing_address={{mailing address}}" in the calendar URL.

    You can add multiple fields by using the "&" symbol. For example, you have a Favorite color and Pet field. Adding "?favorite_color=blue&pet=cat" to the end of the URL will pre-fill the Favorite color and Pet fields with "Blue" and "Cat"

    Meeting Template Link and Page Title

    Share this link so that guests can book directly on your meeting template calendar. Edit the link to make it easily memorable, if you want. Click View to visit your meeting template calendar and Copy URL to share the link.  

    This calendar is where guests will be prompted to fill out your custom fields (see above) after selecting a time to meet.

    If you fill out the Page Title section, that's what will show when your recipients go to the URL. If you leave the page title blank, the page will say "Schedule a Meeting with <<calendar name>>".

    Available Times  

    Set the availability you'd like for the meeting template. The checkbox next to the day indicates whether you'd like it included in your availability. Click the ( + ) circle to add multiple time windows.

    For more details on setting up your meeting template availability see Meeting Template Availability Settings.

    Prevent Double-Booking

    Prevent double-booking on other calendars you own or that are shared with you. This feature is powerful if you're scheduling an event for multiple people on your team and only want to offer times when everybody is available. Please note, you will need to have at least "Make changes to events" permission on the shared calendar to add it to the prevent double-booking section of your meeting template.

    Learn more about sharing calendars here.

    Default Guests

    If this is a meeting template you are coordinating amongst a few different people, you can add them as default guests in the 'Default Guest' section by typing in their email address. 

    Please note, you will need to have at least "Make changes to events" permission on the shared calendar to add it to the default guests section of your meeting template.

    Follow these steps to add default guests to a Meeting template:

    1. Head to the Meeting Templates section of your Mixmax dashboard.
    2. Select the Meeting Template from the left menu you'd like to adjust.
    3. Scroll down to the bottom where you'll see Default Guests.
    4. Type in the email address(es) for the additional default guest(s).

    Whenever a meeting is confirmed from this meeting template, the default guest(s) will be added to the event. In your Meeting Templates, additional default guests will automatically be added to Double-booking prevention if you have read/write permissions for their calendar. Learn more about double-booking prevention in this article.

    Set Reminders

    Schedule an automated message to remind guests about an upcoming meeting. Specify how many days before the meeting to send, compose the message, and make sure to turn the scheduled message “On” in the top right corner.

    Scheduled messages will be sent from the email address tied to your Mixmax account - you cannot send through an email alias. Learn more about automated reminders here.

    Insert meeting template availability in an email

    To use your new meeting template and send out availability to your recipients, open up a compose window and type /meeting. You'll immediately see a list of your available custom meetings to select from. Choose the one you'd like and Mixmax will suggest meeting times that fall within the parameters you've set.

    You can also choose 'Insert Calendar Link' in the 'Meetings' dropdown to add a link to your meeting template directly in your email.

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