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Meeting Reminder emails

Learn how to set up automatic meeting reminders and customize them with Mixmax Meeting Templates automation feature.

Updated over a week ago

Automated Meeting Reminders for Gmail are available on the Mixmax Small Business plan and above. Check out our pricing page for more information.

Currently, Automated Meeting Reminders are not supported for Outlook-based users. To learn more about the Mixmax integration with Outlook, check out How to use Outlook with Mixmax.

Meeting Templates in Mixmax enable you to create public web pages on which guests can easily book meetings directly on your calendar.

To ensure your clients, candidates, and customers show up on time, you can use Mixmax automation to automatically send reminder messages before a meeting starts if you're on the Mixmax Small Business, Growth, or Enterprise plans. This is the perfect way to remind your guests about the meeting and to share any important information they need.

Scheduled message

Scheduling Messages

To set up an automatic meeting reminder, head over to any of your Meeting Templates and scroll down to Automation. You can customize the message and set what day/time it should be sent before the meeting date. Make sure to turn the scheduled message ON in the top right corner after you're done editing it.

If you reschedule your meeting or your meeting attendee edits the meeting details, don't worry! We’ll make sure to update your scheduled message automatically so it is sent out at the right time. Likewise, if your meeting attendee cancels the meeting, we will not send the reminder.

If these updates occur less than 30 minutes before the meeting reminder is scheduled to be sent, it will not be updated. You can always edit your meeting reminders in your Outbox.

Scheduled reminders will be sent from the email address tied to your Mixmax account—you cannot send them through an email alias.

Automation Variables

When setting up your scheduled message, you can use Meeting Template variables in your email subject or body text. When your reminder message is sent, the variables will automatically resolve to show the details of the specific meeting for which the reminder is being sent. In addition to meeting template variables (linked above), the following variables to describe your meeting can be used:

  • {{meeting time}} - Displays scheduled meeting time in [Day of week], [Day of month], [Time of day] format. Example: Monday, Jul 16, 3:00 pm PDT

  • {{meeting title}} - Displays text from the Title field of your Meeting Template

  • {{meeting location}} - Displays text from the Location field of your Meeting Template

  • {{meeting description}} - Displays text from the Description field of your Meeting Template

  • {{time to meeting}} - Displays the amount of time from when the reminder email is sent to when your meeting is set to begin

Mixmax requires that you add a fallback option for each variable in case the data to resolve (fill) the variable isn't available. Use the | character to specify a fallback option. For example, you can use {{Company | your office}} to send the Company name if you have data for that field or "your office" if you don't. Detailed information on how to set this up can be found in our Using Advanced Variables (Liquid Markup) help center article.

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