Meeting reminders

Quin sends automatic email and SMS reminders to external meeting attendees before scheduled meetings.

Reminders sends automatic notifications to external attendees before your scheduled meetings. Reminders include meeting details, links, and any preparation instructions you specify, helping ensure everyone shows up prepared and on time.

Reminders are sent for all external meetings on your calendar, not just meetings scheduled through Quin's Scheduler workflow.

How to set it up

1. Turn on Meeting reminders workflow in Settings > Workflows > Meeting reminders
2. Under Send reminders for meetings I host on these calendars, select which calendar(s) to monitor
3. Under What reminder(s) should be sent, choose:
   
   1. Email - Select timing before the meeting (default is 1 day before)
   2. SMS - Text reminders to attendees (requires phone numbers in your CRM or Scheduler booking form
4. Under Send reminder emails from, choose who the reminder appears to come from:‍
   
   1. Quin - Reminders are sent from Quin on your behalf‍
   2. My email - Reminders are sent from your own email address
5. Under Automatically send email or save as draft, choose how reminders are delivered:
   
   1. Send automatically - Reminders go out at the scheduled time without any action from you
   2. Save as draft - Reminders are saved to your drafts folder so you can review and send them yourself
6. Add reminder guidelines to customize reminder content and timing (optional)
   
   1. Guidelines let you adjust timing or content, like "Send reminders 2 days before executive meetings"

What to expect

Quin monitors your selected calendars for meetings with external attendees and sends reminders at the timing you specified. Attendees receive meeting details, video conference links, and any preparation instructions you've included in your guidelines. If you chose My email as the sender, reminders appear to come directly from you. If you chose Save as draft, reminders won't go out until you review and send them from your drafts folder.

Who receives reminders

Only external attendees receive reminders. Internal team members don't get automated reminders since they can see meetings on their own calendars.

For SMS reminders to work, attendees must have phone numbers stored in your CRM or entered in the booking form if they scheduled through Quin's Scheduler.

Troubleshooting

Reminders aren't being sent

• Verify Meeting reminders workflow is turned on in Settings > Workflows > Meeting reminders
• Check that the meeting's calendar is selected under Send reminders for meetings I host on these calendars
• Confirm the meeting includes external attendees (Quin doesn't remind internal team members)
• For SMS reminders, verify attendees have phone numbers in your CRM
• If you selected Save as draft, check your drafts folder — reminders won't send until you do

Reminders are going to the wrong people

• Quin sends reminders to external attendees based on who's invited to the meeting
• Check the meeting invite to confirm the correct people are listed
• Verify internal team members are recognized as internal (they shouldn't receive reminders)

SMS reminders aren't working

• Confirm attendees have phone numbers stored in your CRM
• For meetings booked through Scheduler, check that the booking form captured phone numbers
• Verify SMS is enabled under What reminder(s) should be sent

Reminders are going out at the wrong time

• Check your timing settings under What reminder(s) should be sent
• Review any reminder guidelines that might override default timing
• Timing is calculated from the meeting start time (e.g., "1 day before" means 24 hours before the meeting begins)