Customize the Content of Confirmation and Reminder Emails

This guide explains how to customize confirmation and reminder emails for a Team Template.

This feature is not available on the Free plan.

If you would like to use this feature, please consider upgrading to a paid plan:

Feature Overview

With this feature, you can:

Add a custom message to confirmation and reminder email notifications
Change the timing of reminder emails

This allows you to include details such as web meeting information or document URLs in advance, and send reminders at the most appropriate time to help prevent no-shows. It enables more flexible and effective scheduling operations.

How to Configure Confirmation Emails

Open the Template tab for the team you want to configure.

Click Create New or select an existing page and click Edit.
Scroll down on the left side of the edit screen and click the pencil icon next to Confirmation.
Enter your desired message in the Note field.

(Maximum 700 characters)
Click Done.
Click Save to complete the setup.

Once a participant confirms the schedule, the customized confirmation email will be sent automatically.

How to Configure Reminder Emails

Open the Template tab for the team you want to configure.

Click Create New or select an existing page and click Edit.
Scroll down on the left side of the edit screen and click the pencil icon next to Reminder.
Set the Send Time for the reminder email.

Enter your desired message in the Notes field.

(Maximum 700 characters)

Then click Done.
Click Save to complete the setup.
At the scheduled Send Time, the reminder email—containing your custom message—will be sent to the invitee and any additional attendees included on their side.

Frequently Asked Questions About Customizing Confirmation and Reminder Emails

Will URLs entered in the “Note” field become clickable links?

Yes.

Any URL entered in the field will automatically appear as a clickable hyperlink in the email.

You can use this to share external links such as meeting materials or reference documents.

If I enter a message in the “Notes” field for the confirmation email, will it also appear in the reminder email?

No.

The content entered in the Confirmation Email “Note” field will appear only in the confirmation email.

The content entered in the Reminder Email “Note” field will appear only in the reminder email.

If you would like the same information to appear in both emails, please enter it in both fields separately or use the Description field.

Will customization changes apply to events that were already confirmed?

No.

Customization changes will not apply to events confirmed before the settings were saved.

The email content will reflect the settings in place at the time the event was confirmed.

How should I differentiate between the “description” and the “note” fields?

Please review the characteristics below and use them accordingly.

Description

Displayed on the date selection screen (where participants choose a time)
Displayed on the confirmation completion screen
Displayed at the bottom of confirmation and reminder emails
Added to the description field of all participants’ calendar events

Notes (Confirmation / Reminder Emails)

Not added to participants’ calendar events
Displayed only in the email
Shown at the top of the respective confirmation or reminder email

Can the Spir logo included in the email be removed?

No.

The Spir logo cannot be edited or removed.

Can I disable confirmation emails?

No.

Confirmation emails are automatically sent when a schedule is confirmed and cannot be disabled.

Can I disable reminder emails?

Yes.

To stop sending reminder emails, uncheck Send a Reminder Email on the Template edit page.

Can I apply confirmation and reminder email settings in bulk to multiple Templates?

No.

Confirmation and reminder email settings must be configured individually for each Template.

Please set them separately for each one.