How to Set Up Booking Confirmation Notifications
How to configure the automatic confirmation email and scheduled reminders that fire when someone books a meeting through your scheduling links.
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/tools/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
- Booker — sends to the person who booked the meeting
- Team — sends to the host(s) assigned to the event type
- All — sends to both the booker and the team
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.