How to Set Up Booking Confirmation Notifications

When someone books a meeting through one of your scheduling links, TrustPager automatically sends a confirmation email and can fire follow-up reminders before the meeting starts. Here's how both work and how to configure them.

The instant confirmation email

Every booking triggers an immediate confirmation email to the client. This goes out automatically with no setup required. The email includes:

• The meeting title, date, and time
• A calendar invite (.ics file) they can add to their calendar app
• Any custom details you've added to the event type

This email fires from your connected email config and uses your workspace branding.

Scheduled reminders

Beyond the instant confirmation, you can set up reminders that send automatically at a set time before the meeting, or right when it starts.

To configure reminders, open your event type at https://app.trustpager.com/operations/scheduling, click into the event type you want to update, and look for the Notifications section.

Pre-meeting reminders

These send a set number of minutes before the meeting starts. For example, a reminder 1,440 minutes (24 hours) before, and another 60 minutes before.

For each reminder you can configure:

• When to send — how many minutes before the meeting (e.g. 1440 = 24 hours, 60 = 1 hour, 15 = 15 minutes)
• Channel — email, SMS, or both
• Recipients — the booker only, your team only, or everyone
• Email subject and body — customise the message
• SMS body — a shorter version for SMS

Meeting-start notifications

These fire at the exact moment the meeting is scheduled to begin, useful for a "your meeting is starting now" nudge via SMS, or to trigger an internal alert to your team.

The same fields apply: channel, recipients, and custom message copy.

Recipient options

The "Who" dropdown on each notification decides who receives it. The important thing to know is that the host you assign to the event type is not counted as an attendee. Attendees are the people on the booking itself: the default attendee addresses you set on the event type, plus anyone added when the booking is made.

• Booker only: just the person who booked the meeting.
• Booker + Attendees (not the host): the booker and the attendees on the booking. The assigned host is not included.
• Host only: just the team members assigned to the event type.
• Everyone (booker, attendees and host): all three.

If you are the host and you want to be emailed about your own bookings, choose Everyone. Underneath the dropdown TrustPager spells out exactly who the notification will reach, and warns you in orange when a host is assigned but left out, so you can check it at a glance before you leave the page.

New event types include the host on the confirmation and the pre-meeting reminder by default. Event types you created earlier keep whatever they were set to, so open each one and check the line under the dropdown:

https://app.trustpager.com/operations/scheduling

Template variables

You can personalise your notification copy using any of these variables. TrustPager replaces them automatically when each message sends.

Variable	What it inserts
{booker_first_name}	The booker's first name only, with any title (Mr, Dr, etc.) stripped and the first letter capitalised. The warmer choice for greetings, e.g. "Hi Eamonn,"
{booker_name}	The booker's full name, as entered at the time of booking
{event_type}	The name of the event type, e.g. "Workflow Strategy Session"
{date}	The booking date, e.g. "Tuesday, 23 June 2026"
{time}	The booking time, e.g. "10:00 AM"
{duration}	The meeting length in minutes
{meet_link}	The video meeting join link. Only populated for video event types
{rebook_link}	A link for the booker to rebook. Useful in no-show and rebooking messages

A typical reminder subject might look like: "Reminder: your {event_type} is tomorrow", with a body opening of "Hi {booker_first_name}, just a heads-up that your meeting is on {date} at {time}."

A note on timing

TrustPager schedules reminder tasks at the moment of booking. If a reminder would have already passed by the time the booking is made (for example, a 24-hour reminder booked less than 24 hours out), that reminder is skipped automatically.

Tip: A common setup is three notifications: a 24-hour email to the booker, a 1-hour email to both booker and team, and a meeting-start SMS to the team. That covers the confirmation, a day-before heads-up, and a same-day prompt without overwhelming anyone.