How to set up automated meeting reminders in Calendly for improved attendance rates

If you’re tired of people ghosting your meetings—or worse, forgetting you exist—this guide is for you. Automated reminders can help, but only if they’re set up right. Whether you’re running interviews, sales calls, or just want your team to show up on time, I’ll walk you through getting meeting reminders working in Calendly with zero fluff.

Let’s get straight to it.

Why bother with automated meeting reminders?

Before we dive into the how-to, let’s be honest: reminders won’t magically fix people’s calendars. But they do make a difference. A well-timed nudge can turn a 50% attendance rate into 80% or more. It’s not just about reducing no-shows—it’s about respecting everyone’s time, including yours.

What reminders can do: - Give invitees a heads-up so they can reschedule if needed (instead of ghosting) - Make your meetings look more professional - Reduce last-minute cancellations

What reminders can’t do: - Fix calendar clashes or overbooking - Force people to care - Replace human follow-up for high-stakes meetings

Bottom line: automated reminders are low-effort, high-impact. But don’t expect miracles.

Step 1: Check your Calendly plan

Not all features are available on every plan. As of mid-2024, here’s what you need to know:

  • Email reminders: Included on all paid plans (not on the free/basic plan)
  • SMS reminders: Only on Professional plan or higher

If you’re on a free plan, you’re out of luck for automated reminders. You’ll need at least the “Essentials” plan for email reminders. If you want SMS, pony up for “Professional” or above.

Pro tip: If you’re just testing, Calendly sometimes offers a free 14-day trial of premium features.

Step 2: Choose which event types need reminders

Calendly uses “event types” (like 15-minute intro call, 30-minute demo, etc.). Reminders are set per event type, not globally.

Why does this matter? - You might want reminders for external meetings but not for internal coffee chats. - Each event type can have its own cadence and message.

How to pick: - Prioritize high-value or high-no-show events first. - If you have dozens of event types, start with your most-booked.

Step 3: Set up email reminders

Here’s how to add reminders that actually reach people (not just disappear into spam).

  1. Log in to Calendly and go to your dashboard.
  2. Find the event type you want to add reminders to. Click it, then hit “Edit.”
  3. Go to “Notifications and Cancellation Policy.” This is where reminders live.
  4. Scroll to “Email reminders.” Click “+ Add Email Reminder.”
  5. Choose when to send the reminder. Common choices:
    • 24 hours before (gives people time to reschedule)
    • 1 hour before (last-minute nudge)
    • You can add multiple reminders if you want

  6. Edit the message. Calendly gives you a default, but you can personalize it. Keep it short, friendly, and clear:

    Hi {{ invitee_name }}, Just a reminder about our meeting on {{ event_date }} at {{ event_time }}. Here’s the link to join: {{ event_location }} If you need to reschedule, use this link: {{ reschedule_url }}

  7. Save changes.

What works: - Multiple reminders (but don’t spam people) - Personalization tokens (Calendly’s “variables” pull in name, date, etc.) - A clear reschedule/cancel link

What to ignore: - Overly formal wording (“Dear Sir or Madam”) - Cramming in too much info—just stick to the essentials

Step 4: Add SMS reminders (optional, but powerful)

If you’re on the right plan, SMS reminders can cut through the noise. Texts have a much higher open rate than emails. Here’s how to set them up:

  1. Still in the event type editor, scroll to “SMS reminders.”
  2. Click “+ Add SMS Reminder.”
  3. Pick when to send it. Usually, 1 hour or 15 minutes before is best for SMS—any earlier and people forget.

  4. Edit the SMS message. You’re limited to 160 characters, so keep it tight:

    Reminder: Meeting with {{ your_name }} at {{ event_time }}. Join: {{ event_location }}

  5. Save changes.

Caveats: - SMS reminders only go to invitees who give their mobile number. - International numbers can be hit-or-miss depending on carrier. - Not everyone likes getting texts—use with care for first-time contacts.

Step 5: Test your reminders

Don’t just set it and hope for the best. Test your flow:

  • Book a test meeting as if you’re an invitee.
  • Check that reminders arrive at the right time, with the right info.
  • Make sure the links (to join, cancel, or reschedule) actually work.
  • See how the message looks on mobile and desktop.

Pro tip: Sometimes reminders can land in spam, especially from new Calendly accounts. Ask a colleague to test, too.

Step 6: Tweak your timing and message

No one gets it perfect the first time. Here’s what to look for:

  • Too many reminders? People will tune you out—or worse, mark you as spam.
  • Not enough? No-shows creep back up.
  • Message too generic? Add a bit of personality, but don’t overdo it.
  • Missing key info? Make sure join/cancel/reschedule links are front and center.

What I’ve seen work best: - 1 reminder 24 hours before (email) - 1 reminder 1 hour before (email or SMS) - Simple, actionable messages

Step 7: Monitor your no-show rate

You want data, not just vibes. Track your attendance rates for a couple weeks:

  • Compare before and after setting up reminders.
  • If no-shows don’t budge, try tweaking your timing or subject line.
  • For high-value meetings (sales, interviews), consider a quick manual follow-up as a backup.

Don’t expect 100% attendance. Even with reminders, some people just flake. But you should see a real drop in no-shows.

Honest FAQs about Calendly reminders

Can I send reminders to myself (the host)?
Not automatically. You’ll get confirmation emails, but not the same reminders as invitees. If you want reminders, add the meeting to your own calendar with notifications.

Can I customize the sender name or email?
Nope. Reminders come from Calendly’s system address. You can change the reply-to address, but that’s about it.

Do reminders work with group events?
Yes, but everyone gets the same reminder. There’s no way to customize messages for each attendee.

Can I send reminders via WhatsApp, Slack, etc.?
Not natively. You’d need to use third-party integrations (Zapier, Make/Integromat), and it’s more hassle than it’s worth for most use cases.

Can I stop reminders for specific people?
Not easily. Reminders go to everyone who books via your event type.

Keep it simple and iterate

Automated reminders in Calendly are one of the easiest ways to boost attendance—if you keep things simple. Don’t drown people in messages. Don’t obsess over perfect phrasing. Start with the basics, see what works, and tweak from there. The goal isn’t to nag people into showing up; it’s to make it so easy they have no excuse not to.

If you’re still dealing with chronic no-shows after all this, it’s probably not your reminder settings—it’s who you’re inviting, or the value of the meeting itself. Tweak, test, and move on. Your time matters, too.