Objective
Provide Outreach admins and users with information on preventing meeting no-shows by enabling Meeting Reminders for Outreach Meetings. These reminders are sent to external meeting participants via email before the meeting.
Meeting reminders are sent to all external attendees (those without an Outreach seat) who have accepted or tentatively accepted the meeting, or have not yet responded (RSVP). Meeting reminders are NOT sent to attendees who declined the meeting or prospects who opted out of email communication.
Meeting reminders are configured at the Meeting Type level, which means that they can’t be set for meetings that do not use the Outreach Meeting Type.
Applies To
- Outreach Admins
- Outreach Users
Before you begin
If you are currently using the workaround of a custom sequence solely for email reminders, inform your users not to use this sequence for Meeting Types that have automated meeting reminders, as described in this article.
Procedure
Admin Workflow
Meeting Reminder Set Up
- Log in to Outreach.
- Click Administration > Meetings > Meeting reminders
- Toggle Email.
By enabling this functionality, you agree that meeting reminders will be sent from the Outreach domain on behalf of your reps, and all replies to the emails will be routed to the rep’s email. The rep’s name will still appear as the sender name, but the sending domain will be Outreach.
We send emails from Outreach infrastructure instead of rep’s mailboxes to ensure reliable delivery and to prevent the rep's mailbox from exhausting send limits.
Set up Meeting Reminders for Meeting Types
Now that the Meeting Reminders functionality is enabled organization-wide, attach the Meeting Reminder to the desired Meeting Type.
- Go to Meetings > Meeting Types and select the Meeting Type to which you want to attach the reminder.
- In the Meeting Type, navigate to the Meeting Reminder section, check the box for "Send email reminder to external guests," and set the timing for when the reminder should be sent relative to the meeting's start date. The minimum interval before the meeting when the reminder can be scheduled is 5 minutes.
- You can set up a maximum of 2 meeting reminders for each Meeting Type.
- Save the Meeting Type.
- As soon as the meeting reminder is added, it will be displayed in the Reminders column in the Meeting type list view.
- Repeat for other Meeting Types.
Note: Meeting reminder email content is pre-defined by Outreach and can’t be customized at the moment.
User Workflow
Schedule a Meeting Using Meeting Type with Reminder Attached
When a sales representative selects a Meeting Type with an attached reminder, the reminder is automatically added, requiring no further action from the sales rep. Information about the meeting reminder is displayed as soon as the Meeting Type is chosen, ensuring the sales rep is aware that the reminder is being attached. Please note that sales representatives cannot remove, add, or modify meeting reminders at the individual meeting level. Meeting reminder management is handled at the Meeting Type level.
Meeting reminders are sent based on the meeting's start time. If a meeting is rescheduled or canceled, the reminder is adjusted accordingly. Reminders are not sent if the scheduled time for the reminder has already passed (e.g., a reminder set for 5 hours before the meeting will not be sent if the meeting starts in 4 hours). If the meeting is canceled, the reminder is also canceled.
Meeting reminder in Google Calendar: