How to Customize Email Reminder Timing and Content

Configure email and SMS reminders for any booking type in TidyCal. Set custom timing, personalize the message content, and reduce no-shows by automatically reminding attendees before their scheduled booking.

Overview

TidyCal's Email Reminders feature sends automated reminder emails to attendees before their booking starts. You can configure up to 2 email reminders per booking type, choose from 10 timing options, and customize the subject line and message body. Agency Plan users also have access to SMS reminders for US and Canadian phone numbers.

Prerequisites:

• An Individual Plan or Agency Plan for email reminders
• An Agency Plan for SMS reminders
• At least one booking type created

Setting Up Email Reminders

1. Go to Booking types and click the booking type you want to edit.
2. In the editor sidebar, expand Advanced, then click Notifications.
3. Toggle on Enable custom email reminders.
4. Select the timing for your first reminder from the dropdown.
5. Optionally customize the Subject and Message fields (Individual Plan or higher).
6. To add a second reminder, click Add reminder and select a different timing.
7. Click Save at the bottom of the page.

Email Reminder Timing Options

Choose from 10 timing options for email reminders:

Customizing Reminder Content

With the Individual or Agency Plan, you can customize the reminder email:

• Subject line: Default is Upcoming booking reminder - {{booking_type.title}}
• Message body: Use the rich text editor to write your reminder message
• Template variables: Insert dynamic content like {{contact.name}} , {{booking.date}} , {{booking.time}} , and {{booking.meeting_url}} . See Template Variables Reference for the full list.

Managing Reminders

• Maximum: 2 email reminders per booking type
• Add: Click Add reminder to add a second reminder
• Remove: Click Remove reminder to delete a reminder
• Each reminder can have its own timing and custom content

SMS Reminders (Agency Plan Only)

Agency Plan users can send SMS text message reminders in addition to email reminders. SMS reminders are available for US and Canadian phone numbers only.

Setting Up SMS Reminders

1. Go to Booking types and click the booking type you want to edit.
2. In the editor sidebar, expand Advanced, then click Notifications.
3. Find the SMS Reminders option (Agency Plan only).
4. Select the timing for your SMS reminder.
5. Optionally customize the message (max 160 characters).
6. Click Save at the bottom of the page.

SMS Reminder Timing Options

SMS reminders have 6 timing options:

• 15 minutes before
• 30 minutes before
• 1 hour before
• 2 hours before
• 4 hours before
• 1 day before

SMS Reminder Limitations

• US and Canada only - SMS reminders are sent only to US and Canadian phone numbers
• 160 character limit - SMS messages are limited to 160 characters
• Max 2 SMS reminders per booking type
• The attendee must provide a phone number during booking

Plan Requirements

• Free Plan: No access to email or SMS reminders
• Individual Plan ($29): Up to 2 custom email reminders per booking type
• Agency Plan ($79): Up to 2 custom email reminders + up to 2 SMS reminders per booking type

To upgrade, go to Settings → Plan.

Best Practices for Reducing No-Shows

• Use two reminders: Set one reminder 1 day before and another 1 hour before for best results.
• Include the meeting link: Use {{booking.meeting_url}}  so attendees can join with one click.
• Keep SMS short: SMS has a 160-character limit, so focus on time and meeting link.
• Personalize the subject: Include {{contact.name}}  to increase open rates.
• Add preparation details: Use the email reminder body to tell attendees what to prepare.

Troubleshooting

Reminders Not Being Sent

• Verify you clicked Save after enabling reminders.
• Reminders only apply to bookings created after you enable them. Existing bookings are not affected.
• Check that the booking is not cancelled - cancelled bookings do not receive reminders.
• If the booking is less than the reminder time away (e.g., booked 10 minutes before start with a 1-hour reminder), the reminder will not be sent.

SMS Reminders Not Received

• SMS is Agency Plan only. Verify your plan at Settings → Plan.
• SMS only works with US and Canadian phone numbers.
• Ensure the attendee provided a valid phone number during booking.
• If the issue persists, contact support@tidycal.com.

Reminder Toggle Is Locked

• You are on the Free Plan.
• Solution: Upgrade to the Individual Plan ($29) or Agency Plan ($79).

Frequently Asked Questions

How many reminders can I set per booking type?

You can set up to 2 email reminders and (on the Agency Plan) up to 2 SMS reminders per booking type, for a maximum of 4 reminders total.

Do reminders apply to existing bookings?

Reminders apply to bookings created after you enable them. Previously created bookings will not receive the new reminders.

Can attendees opt out of reminders?

There is no opt-out mechanism for email reminders. SMS reminders are only sent if the attendee provided a phone number during booking.

Can I customize what the reminder says?

Yes, with the Individual or Agency Plan. You can customize both the subject line and message body, and use template variables for dynamic content like attendee name, booking date, and meeting link.