Meeting reminders
Reminder emails for every guest, before every meeting
Meeto emails each invited guest before every meeting of a one-off or a recurring series, at the times you pick: 1 day, 1 hour or 15 minutes before, up to 2 per meeting, 1 hour by default. Each reminder carries the join link and a one-click way to stop reminders for that series, and Meeto checks the meeting again right before it sends.
How do you choose when guests are reminded?
Add at least one guest to a scheduled meeting and the Reminder emails to guests choices appear: 1 day before, 1 hour before and 15 min before. Pick up to 2. A third pick stays on and turns off whichever of the other two comes first in that list: with 1 day and 1 hour before on, picking 15 min before leaves 1 hour and 15 min before. With none picked, guests get no reminder emails.
- When you schedule. The quick window on your calendar shows the choices as soon as a guest is added. A new meeting starts with 1 hour before.
- Later, at any time. Press the meeting in your calendar and change the choices in the panel beside it. Changing reminders sends nothing to guests and does not touch their calendars.
- One setting for the whole series. For a recurring meeting the choice applies before each of its meetings, from the next one on.
Calendar invitations can carry an alarm, but it fires only for a guest who added the invitation to a calendar. The email reaches every invited guest, whichever calendar app they use or whether they use one at all.
What does a guest's reminder email say?
A short message with the time, the people and the join link, written to be read on a phone.
Subject and status
"Reminder: Weekly sync with Anna starts at 10:00", or "Tomorrow: …" the day before, and a status line such as "Starts in 1 hour".
Place in the series
"Meeting 3 of 6 in this series.", or "This is the last meeting of the series." for the final one. A series without an end says No end date.
Details and Join
When, Repeats, Who and the link, with a Join the call button. Times are in the organizer's time zone, and the email says so.
The email ends with when reminders come, for example "Reminders for this series come 1 day and 1 hour before each meeting", and the Stop reminders for this series link. It has no attendance buttons: a guest's answer covers the whole series, so a reply under one date's reminder could decline every date by mistake.
What does Meeto check before it sends a reminder?
Every reminder is checked against the meeting as it is at that moment, right before each attempt to send. If any check fails, that reminder is skipped.
- The meeting still stands and the date is still one of its dates. A canceled meeting or a date you moved or canceled gets no reminder for the old time.
- The guest is still invited, has not stopped this series' reminders and has not answered Can't make it.
- The address can receive mail from Meeto: it has not unsubscribed from Meeto emails, reported one or bounced.
- The invitation did not just arrive. If an invitation reached the guest less than 2 hours before the reminder was due, it already carries the join link, so no second email follows.
- It is not too late. A reminder that cannot leave within half of its lead time, at most 30 minutes late, is dropped rather than arriving as the meeting starts.
Reminders do not count toward the Free plan's monthly guest email allowance: they go only to people the meeting already invited. Read more about how Meeto handles guest data on the privacy page.
How does a guest stop reminders?
One click on Stop reminders for this series, then a confirmation on the page that opens. Stopping is a separate step on purpose, because email scanners open every link in a message.
The page shows the meeting, who organizes it and the next date in the guest's own time zone. After Stop reminders it says: "Done. You won't get reminder emails for this series. You're still invited." It changes only that series' reminders; invitations, updates and cancellations still arrive, and other meetings are not affected. Every Meeto guest email also has a link to stop all emails from Meeto.
Do bookings get reminders too?
Yes. When someone books a time on your booking page, Meeto emails you, the person who booked and any extra guests they added 1 hour before the meeting.
| Reminder | How it works |
|---|---|
| Guests of a scheduled meeting | 1 day, 1 hour or 15 minutes before each meeting, up to 2, 1 hour by default |
| Bookings from your booking page | One email 1 hour before to you, the booker and the extra guests; the Email reminder setting of each meeting type, on by default |
| Bookings made close to the start | No reminder email when a booking is made or moved less than 2 hours ahead; its confirmation has the join link |
| Team booking links | A reminder email for every booking, with the same two-hour rule |
| Your own reminder as the host | A notification in your browser or the Meeto app at the time you choose in your account, from 5 to 60 minutes before; for a scheduled meeting an email follows if no notification gets through |
A moved booking gets a reminder for its new time, and a canceled one gets none. For the full booking setup, follow the guide on how to schedule a video meeting; for teams, see round-robin scheduling.
Frequently asked questions
Do guests need a Meeto account to get reminders?
No. Reminder emails go to the email addresses you invited. The guest joins from the link in the email in a browser, without an account or an app.
Can a guest turn reminders back on after stopping them?
Yes. The page behind Stop reminders for this series has a Turn reminders back on button. Stopping reminders never removes the guest from the meeting: the invitation and the calendar entries stay.
Are reminder emails available on the Free plan?
Yes. Guest reminders and booking reminders work on Free, and reminder emails do not use up the Free plan's 100 guest emails a month. What Free limits is the number of guests: up to 10 per meeting, 25 on Pro and Team.
Why did a guest not get a reminder?
The most common reasons are that the guest answered Can't make it, stopped this series' reminders, unsubscribed from Meeto emails, or was invited less than 2 hours before the reminder was due, so the invitation itself carried the link. A reminder is also skipped if that date was moved or canceled.
What language are reminder emails in?
Reminder emails are sent in English, like Meeto's other transactional emails. The meeting title stays exactly as you typed it.
Put it to work
Open your Meeto account to set it up, or explore the working product first.