Schedule a Meeting: Meeting Reminder Automations

Meeting Reminder Automations in Levitate are designed to remind your contacts that you've booked through Levitate about their upcoming meeting. You can send steps based on the day of the meeting, and those steps can be anything from emails to text messages to handwritten cards. You can send out reminders about the meeting with your virtual meeting link or phone number, you can send materials for meeting prep, and even send follow-up messages after the meeting has taken place.

Just like with any other Automation, Meeting Reminder Automations can be automatically cancelled based on certain tag criteria, or if the invitee replies to an email or text message. If the invitee reschedules or cancels the meeting using the Reschedule Link in the meeting invite, the automation will also stop.

Meeting reminder automations are centered around the day and time of the meeting itself— meaning that the steps will be centered around that date and time. You can set up a step to go out before or after the meeting, in intervals of minutes, hours, or days.

Steps also support two additional timing modes: immediately at booking (the step sends as soon as a meeting is scheduled) and N days after booking (the step sends a set number of days after the meeting is booked, with a minimum of 1 day). The "days after booking" mode is useful for sending intake forms or prep materials the day after someone books — without tying the send time to the meeting date itself. If the meeting takes place before a "days after booking" step comes due, that step is automatically skipped. This option is available only for top-level steps in a Meeting-trigger automation; it is not available inside behavior branches.

Check out the video below that walks you through creating a Meeting Reminder Automation and connecting it to a meeting type you've created using Levitate's Schedule a Meeting feature.

Note: Only Levitate users with Outlook, Microsoft, Gmail, Exchange, or Redtail calendars can use Schedule a Meeting. If your calendar is not connected through one of these platforms, you will not be able to use Meeting Reminder Automations because they are triggered by meetings scheduled directly through Levitate.

Timing a Step from the Booking Date

In addition to scheduling steps relative to the meeting date, you can schedule a step to fire a set number of days after the meeting was booked. This is useful for follow-up emails or info-gathering messages you want to send right after someone schedules — for example, a welcome note or a prep questionnaire sent the day after booking, regardless of how far out the meeting is.

When building an automation step, select Days after booking as the timing and enter the number of days.

Note: If the meeting has already started by the time the step would fire, that step is skipped automatically.

Including Meeting Guests

Some bookings include more than one contact. Meeting guests are the other contact participants on the booking, in addition to the person who booked. Anyone who declined the meeting is not treated as a guest. Email, Add tag, and Remove tag steps in a Meeting Reminder Automation each have a checkbox that extends the step to guests. Each checkbox is set per step, so you can turn it on for some steps and leave it off for others.

These checkboxes appear only on automations with a Meeting trigger.

CC guests on reminder emails

On an email step, check CC meeting guests in the step editor to copy the meeting's guests on the reminder. Guests see the same message as the person who booked, including any personalization written for that person, such as their first name.

Email steps you add to a Meeting Reminder Automation start with CC meeting guests checked. Email steps that were already in an automation keep the box unchecked until you check it.

Note: The CC meeting guests checkbox is not available on HTML newsletter email steps or AI email steps. It appears only on standard email steps.

Tag guests along with the booker

Tag steps apply to guests as well as to the person who booked when you check the matching box:

• Add tag steps: check Also tag meeting guests to add the tag to guests as well as the booker.
• Remove tag steps: check Also remove from meeting guests to remove the tag from guests as well as the booker.

Because the tag change is applied to guests too, any automation that starts or stops based on that tag treats guests the same way it treats the booker. New tag steps start with the box unchecked.

Tag steps start unchecked because a tag change can start or cancel other automations. When you duplicate a step or paste a copied step, the new step keeps the checkbox setting of the step it came from.

Note: If you open an automation in read-only mode, these checkboxes are disabled. To change them, open the automation in edit mode.

FAQs

Q: A meeting guest didn't receive the CC on a reminder email. Why?

A: First confirm that CC meeting guests is checked on that email step and that the guest did not decline the meeting. Guests whose email addresses can't receive the message (for example, invalid or opted-out addresses) are left off the CC so the person who booked still receives the reminder. Open the guest's contact record and verify that a valid email address is saved.

Q: Can I include my Zoom meeting link in the reminder emails sent to clients before their appointment?

A: Yes. When building a Meeting Reminder Automation email step, insert the {{virtualMeetingLink}} merge field where you want the join URL to appear. When the meeting type is configured to generate a unique Zoom link (see the Levitate + Zoom Integration article for setup steps), that merge field is automatically replaced with each client's unique Zoom join URL when the reminder sends. If Zoom is not connected or the meeting type uses a different location, the merge field will resolve to the meeting's virtual location value as configured — or remain blank if no virtual location is set. To ensure the link always appears, confirm your Zoom account is connected in Settings and that the meeting type's location is set to Virtual with Generate a unique meeting link → Zoom selected.

Q: Why does my client's automation show more steps than I configured in my Meeting Reminder Automation?

A: This usually means the contact was scheduled under an earlier version of the automation. When you update an automation that already has contacts running in it, those contacts keep receiving the version they were originally scheduled under — not the updated one.

Q: Can a single Meeting Reminder Automation template gain extra steps automatically?

A: No. The steps displayed in a Meeting Reminder Automation are exactly the steps you added when building the template — the system does not inject additional steps into a running meeting reminder.

Q: How do I tell which steps belong to which automation on a contact record?

A: Open the contact's record and navigate to the Automations section. Each active automation is listed by name, and its steps are grouped under that name. If you see steps that do not match your Meeting Reminder Automation, look for a second automation name in the list — that is the source of the unexpected steps.

Q: What should I do if I want to stop the unrelated automation steps from running?

A: From the contact's record, find the automation you want to stop and click Cancel (or Manage, then cancel) for that specific automation. Cancelling one automation does not affect the others running for the same contact. If the same extra automation keeps starting for contacts after meetings are booked, check whether a tag is being added to the contact at booking time that is triggering the other automation, and adjust the tag-trigger settings or contact your Success Specialist for help.

Q: My client didn't receive their meeting reminder emails — the automation is set up correctly, so why weren't the reminders delivered?

A: The most common cause is an invalid or missing email address on the contact record. Email reminder steps are skipped when the contact does not have a properly formatted email address (for example, a placeholder value like noemail.com that contains no @ symbol). Open the contact's record, verify that a valid email address is saved, correct it if needed, and confirm the address is not marked as opted out. Once a valid address is on file, future meeting reminders will deliver as expected. If the reminder window has already passed, you can send a one-off email or text directly from the contact's timeline.

Q: How can I tell whether an undelivered reminder was caused by an invalid email address?

A: Open the contact record and check the email address field. If the address is blank, contains only a domain with no @ symbol, or shows a known placeholder pattern, that is the likely cause. You can also review the Automations section of the contact record to see whether the reminder step shows a skipped or errored status. If you are unsure, contact your Success Specialist — they can review the delivery log for that contact.

Q: My meeting reminder step didn't send because the meeting was booked too close to the meeting date — why?

A: Meeting reminder steps are scheduled relative to the meeting time (for example, "14 days before the meeting"). If a contact books a meeting with less lead time than the step's offset, that step's calculated send time is already in the past by the time the automation runs, so the step is skipped rather than sent immediately. This is different from a step with no offset, which sends right away if its time has already passed. To make sure a reminder step always fires regardless of how close to the meeting it's booked, set that step to a shorter window (for example, 7 days instead of 14) or configure it to send immediately upon booking.

Q: Why did my meeting reminder send at the wrong time?

A: The most common cause is a timezone mismatch between the meeting and your account settings. When a meeting is booked, reminder offsets (for example, "1 hour before") are calculated relative to the meeting's local start time using the timezone stored on the meeting type. If the meeting timezone differs from the timezone set in your Levitate account preferences, the reminder can fire earlier or later than you expect. To verify your account timezone, go to Settings and review the timezone listed under your account or user preferences. Make sure it matches the timezone in which your meetings are booked. If you continue to see reminders arriving at the wrong time after confirming the timezone settings match, contact your Success Specialist for further investigation.