How to set up automated meeting reminders and follow ups in Brevitypitch

If you’re tired of chasing people about meetings—or worse, forgetting to follow up yourself—automated reminders and follow-ups can save your sanity. This guide is for anyone using Brevitypitch who wants to spend less time nagging and more time getting actual work done. We’ll walk through setting up reminders and follow-ups, what’s worth your time, what isn’t, and a few ways to keep things from getting annoying (for you and your invitees).

Why bother with automated reminders and follow-ups?

Let’s be honest: most people don’t skip meetings out of malice. Calendars fill up, emails get buried, and humans forget. Automated reminders mean fewer no-shows. Automated follow-ups mean you’re not stuck writing awkward “Just bumping this to the top of your inbox!” emails.

But here’s the thing—too many reminders are just as bad as none. Set it up right, and you’re helpful. Overdo it, and you’re spam.

Before you start: What you’ll need

  • A Brevitypitch account (obviously)
  • Meetings scheduled through Brevitypitch
  • Access to your team’s calendar (Google, Outlook, etc.), if you want two-way sync
  • Notifications permissions set up (email, in-app, SMS—depends on your plan)

That’s it. Don’t get hung up on integrations unless you need them.

Step 1: Decide who needs reminders (and who doesn’t)

Don’t just blast everyone with the same automated message. Think about:

  • External guests: People outside your company almost always need reminders (they don’t live in your Slack).
  • Internal teammates: Do they really need a reminder for the daily standup? Maybe not.
  • VIP meetings: If it’s a sales pitch or a client check-in, reminders are a good idea.

Pro tip: Start small. Pick one kind of meeting to automate and see if it actually helps.

Step 2: Set up your default reminder template

Go to your Brevitypitch dashboard and look for the “Automation” or “Meeting Settings” section. (The UX changes occasionally, but it’s usually on the left sidebar.)

Here’s how to set your default reminder:

  1. Find the Reminders or Notifications section. It’s usually under Meeting Settings.
  2. Choose your default timing.
  3. Most people set reminders for 1 day before and 1 hour before.
  4. For key meetings, you might want a week-out reminder, too.
  5. Anything more than three reminders is probably overkill.
  6. Edit the reminder message.
  7. Brevitypitch usually gives you a template. Make it sound like you—not a robot.
  8. Include the meeting name, date, time (with time zone!), and the link to join.

  9. Example:

    Hi {Name},
    Just a quick reminder about our meeting: {Meeting Name}
    {Date}, {Time} ({Time Zone})
    Join here: {Meeting Link}

  10. Save your template and set it as default for all new meetings.

What to skip: Don’t waste time on fancy formatting or attachments. Most people read reminders on their phones anyway.

Step 3: Customize reminders for specific meetings

You can override your default settings for any meeting. This is handy for:

  • Important sales calls
  • Client onboarding
  • Anything with a lot riding on it

How to do it:

  1. Open the meeting in Brevitypitch.
  2. Go to the “Automations” or “Notifications” tab for that meeting.
  3. Adjust the timing and content as needed. You might want:
    • A reminder 30 minutes before (for busy execs)
    • An SMS nudge if the person always misses emails
    • A lighter touch for recurring check-ins

Pro tip: Don’t send reminders to people who RSVP’d “No.” Obvious, but easy to overlook.

Step 4: Set up automated follow-ups

Reminders get people in the door. Follow-ups keep things moving after the meeting.

  1. Go to the Follow-up Automation section (sometimes called “Post-Meeting Actions”).
  2. Choose your trigger:
  3. Send follow-up X hours/days after the meeting ends.
  4. Only send if the person attended / missed / didn’t respond.
  5. Write your follow-up message.
  6. Keep it short.
  7. Include action items, links to notes/recording, and next steps if needed.

  8. Example:

    Thanks for joining today. Here’s a quick recap: - [Action Item 1] - [Action Item 2] Let me know if you have questions or need anything else.

  9. Set conditions:

    • Only send follow-ups to attendees? To everyone? Tailor it.
  10. Test it by running a sample meeting with yourself or a teammate.

What doesn’t work: Generic “Thanks for your time!” emails. They get ignored. Make it useful, or don’t send it.

Step 5: Fine-tune your notification channels

How reminders and follow-ups get sent matters more than you think.

  • Email: Default for most people, but gets lost easily.
  • SMS: Good for urgent or high-value meetings, but don’t overuse it.
  • In-app or push: Only works if your team actually uses the app.

Best practice:
Stick to email for most things. Use SMS only for people who prefer it, or for one-off, important reminders.

Warning: If you enable everything by default, expect complaints. Let users pick their channel if possible.

Step 6: Test your setup (seriously, don’t skip this)

Run a few test meetings with yourself or a friend. Check:

  • Did the reminders go out at the right times?
  • Do they look like a real human wrote them?
  • Are there typos, broken links, or weird placeholders?
  • Does the follow-up make sense?

Common mistakes:

  • Placeholder text like {Name} not filling in
  • Wrong time zones (double-check your calendar sync)
  • Multiple reminders stacking up (nobody likes three emails in an hour)

Fix anything that looks off before rolling it out for real meetings.

Step 7: Review and tweak (don’t set and forget)

Check in after a week or two:

  • Are people showing up more reliably?
  • Any complaints about too many reminders?
  • Are you getting responses to follow-ups?

If it’s not working, dial it back or change the timing/content. Automation is supposed to save time, not annoy people.

What’s worth ignoring?

  • “Smart” AI-generated follow-up suggestions: Sometimes they help, but they’re generic. Always review before sending.
  • Overly complex workflows: If you need a flowchart to understand your reminder sequence, you’ve gone too far.
  • Fancy integrations: Unless you’re running a big sales org, you probably don’t need to connect every tool under the sun.

Focus on the basics first.

Keeping it simple (and actually helpful)

Automated reminders and follow-ups are there to help you, not make you sound like a robot. Start with default templates, keep your timing reasonable, and don’t be afraid to tweak as you go. If people start showing up reliably and you’re not spending your life in your “Sent” folder, you’re doing it right.

Set it up, see what works, and don’t overthink it. You can always fine-tune as you go.