Overview
This FAQ is to address questions regarding meeting reminders in Outreach.
Applies To
- Outreach Users
- Outreach Admins
- Meetings
Frequently Asked Questions
To whom are meeting reminders sent?
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.
Why is the meeting reminder not sent from the sales representative’s email?
Meeting reminders are time-sensitive emails, and their timely delivery is crucial. To ensure this, we do not use reps' email addresses, as their email send limits and high-priority emails could affect the timely delivery of reminders. Instead, we send emails from the Outreach domain on behalf of the sales representative.
Can prospects reply to the meeting reminder?
Yes. Replies to reminder emails are routed to the rep’s email.
What happens if the global admin toggle (Administration > Meeting Reminders) is disabled and then re-enabled?
- If the global toggle is disabled, reminders that were already scheduled won’t be sent. The meeting reminder controls in the UI for meeting types and individual meetings will disappear.
- If the global toggle is re-enabled, the reminder information for meeting types that were previously set up will reappear in the UI. From that moment, meeting reminders will be sent for newly scheduled meetings and those that had reminders attached back when the global toggle was on. There is no need to set the reminders again.
Can meeting reminders be added/edited/deleted in bulk?
Currently, we do not support bulk actions for meeting reminders. Each meeting reminder needs to be manually added for every meeting type.
Can meeting reminders be added to meetings that do not have Meeting Type attached?
Meeting reminders are attached to Meeting Types within our system. Currently, it is not possible to add a meeting reminder to a single meeting independently of a meeting type.
Can a meeting reminder be added to meetings scheduled outside of Outreach or to inbound meetings?
Yes, meeting reminders can be added to meetings scheduled outside of Outreach or to inbound meetings, as long as a meeting type with a reminder is selected.
A Meeting reminder wasn’t sent - what are the reasons?
There are several reasons why meeting reminders may not have been sent:
- The meeting was canceled.
- The attendee has an Outreach seat.
- The attendee declined the meeting.
- The attendee opted out of Outreach email communication.
- 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).
How can I monitor meeting reminder delivery status?
At the moment, there are no tools available to monitor the delivery status of meeting reminders. Remember the situations outlined in the previous question where meeting reminders are not sent.
Our organization uses a custom sequence solely for email reminders as a workaround. How does this interact with automated meeting reminders?
Use the meeting reminders sequence when you need more personalized content or want to combine an email with a different channel. We recommend that reps do not use this sequence for meetings with automated meeting reminders as described in this article, as it will result in multiple reminders being sent to the prospect.
Will reminder email be part of email reporting in Outreach or will it get synced to CRM?
No, it will not. Since the meeting reminder email is sent from the Outreach domain, it is not counted towards the rep’s email stats and does not get synced to the CRM.