How to Create a Meeting Reminder Sequence
Create a Meeting Reminder Sequence to send scheduled reminders before a prospect's booked meeting in their existing conversation.
Open Sequences → Create Sequence → Meeting Reminder and enter a name for your sequence.
Set Up Your Meeting Reminder Sequence
Step 1: Reminder Template
In Reminder Template, choose the channels that will deliver reminders and build the messages that should go out before the meeting. This is where you set the reminder cadence, subject, and message. The schedule time zone is configured in Step 2, not here.
Deliver on channels (beta): Select the connected channel or channels you want to use to deliver meeting reminders.
Add a reminder template: Create your first reminder step. Name it clearly, such as Reminder 1 or One-day reminder.
Set the cadence: Choose how long before the booked meeting the reminder should send. For example, set the first reminder to one day before the meeting.
Enter the subject: Write an email subject, such as Reminder: our upcoming meeting.
Write the reminder message: Add your message and insert variables for the prospect, sender, and booked meeting. The available variables are listed below.
Add Another Reminder: Select Add Another Reminder to create another reminder template with its own cadence, subject, and message. For example, send a second reminder three hours before the meeting.
Review the reminders you've added, including their timing and content, before selecting Next.
Step 2: Settings
Use Settings to configure the schedule time zone, click tracking, and daily sending limits.
Schedule Time Zone
Select the time zone used to schedule meeting reminders. Choose the time zone that matches the meeting schedule you want to follow.
Tracking and Reply Handling
This section has a Click Tracking toggle. Turn it on to track when recipients click links in reminder emails, or turn it off if you do not need click tracking. The meeting reminder settings do not show the three reply-handling choices available in Email Sequences.
Daily Limits
Configure the daily email volume cap and batch size. The email-message limit controls the total number of messages this sequence can send per day across all accounts and reminder steps. Set the limits to match the sending volume you want to allow.
Once the settings are configured, select Next to continue.
Variables Available in Reminder Templates
Add variables inside the message editor in Step 1: Reminder Template. These personalize the reminder with prospect, meeting, and sender information.
Prospect Variables
First Name: The prospect's first name.
Email: The prospect's email address.
Position: The prospect's job title or position.
LinkedIn URL: The prospect's LinkedIn profile link.
Meeting Variables
Meeting Date: The booked meeting date.
Meeting Start Time: When the meeting starts.
Meeting End Time: When the meeting ends.
Meeting Link: The link to join the meeting.
Meeting Title: The title of the meeting.
Sender Variables
Lead Sender First Name: The first name of the sender associated with the lead.
Sender First Name: The sender's first name.
Sender Full Name: The sender's full name.
Example Reminder Template
Template name: Reminder 1
Cadence: One day before the meeting
Subject: Reminder: our meeting tomorrow
Hi [First Name],
Just a reminder about [Meeting Title] on [Meeting Date] at [Meeting Start Time].
You can join here: [Meeting Link]
Looking forward to speaking with you!
[Sender First Name]
The square-bracketed names above illustrate where to personalise your message. Insert variables using the template editor's variable picker rather than typing the square brackets literally.
Run or Archive the Sequence
After you finish the reminder templates and settings, select Next. Review your configuration and choose Run Sequence to activate it. You can also select Archive Sequence using the option beside Run Sequence if you do not want the sequence to run.
How Meeting Reminder Timing Works
Reminder steps are scheduled relative to the booked meeting time rather than the regular sending-day and sending-hour windows used by sequences. If a meeting is booked on short notice and a configured reminder time has already passed, the reminder is sent as soon as possible.