How to create reminders using workflows

With workflows in Zeeg, you can set up automatic reminders and notifications for your events.

Step 1: Create a workflow

Go to Workflows in your Zeeg dashboard and click on Create workflow.

Step 2: Select the workflow owner

Give your workflow a name and choose who it belongs to – yourself, a team, or your organization.

Step 3: Assign the workflow to scheduling pages

Select one or more scheduling pages the workflow should apply to. A workflow can be used across multiple pages.

Step 4: Choose when the workflow is triggered

You can define when the workflow should run. Available trigger options include:

• When an event is booked

• Before the event starts

• When the event starts

• After the event ends

• When the event is cancelled

• When the event is marked as a no-show

For reminders before an event starts, you can set the exact time (e.g. 30 minutes before).

Step 5: Define the action

Decide what should happen when the workflow is triggered. You can choose one or more of the following actions:

• Email the invitee

• Email the host

• Send an SMS to the invitee

• Send an SMS to the host

Each action can be customized. Click the pencil icon to edit the content and use variables like Event Name, Location, or Event Questions to personalize messages automatically. You can also start with a template and adjust it to your needs.

SMS reminders and credits:

Sending SMS reminders requires credits. With any paid plan, you get 10 SMS credits per month for free.

You can also purchase an additional SMS bundle including 100 SMS credits for €9.99/month (net):

• You can enable automatic renewal every month

• You can enable automatic refill when credits run out

• Or enable both options

Unused SMS credits expire at the end of each month.

Once you’ve set up your reminder workflow, here are some common use cases to help you get started effectively:

• Client meetings: Send a reminder email 30 minutes before a scheduled consultation or coaching session, ensuring the client shows up prepared and on time.

• Sales calls: Remind both the host and the invitee ahead of a discovery call or demo, reducing no-show rates.

• Interviews: Send tailored reminders to candidates and interviewers with relevant details like the meeting link and interviewer's name.

• No-shows follow-up: Trigger a message when an invitee is marked as a no-show, including a link to reschedule.

These examples can help you use workflows not only to reduce no-shows, but also to enhance the overall scheduling experience for everyone involved.