Email Reminders for Meetings Booked

Overview

JustCall offers email reminder functionality that sends Gmail notifications to leads and prospects when they book appointments through the Appointment Scheduler. This feature helps reduce no-show rates by providing timely reminders before scheduled calls.

Requirements:

• Zapier account (starter plan or higher)
• Gmail account connected to Zapier
• JustCall account with Appointment Scheduler

Setup Instructions

Step 1: Configure JustCall as Trigger App

1. Select JustCall as the "Trigger App" in Zapier
2. Choose "New Appointment" as the trigger event
3. Book a test meeting on your Appointment Scheduler
4. Connect your JustCall account where the meeting was booked
5. Test this step to confirm the connection works

Step 2: Add Formatter for Date/Time Adjustment

Add a Formatter action to schedule the reminder before the meeting time:

• Transform: Manipulate date/time by adding or subtracting time units
• Value: The UNIX timestamp of the booked call
• Expression: Specify the offset (negative values subtract time from the scheduled time)
• To Format: Define the desired date/time output format

Step 3: Implement Delay Until Action

1. Select "Delay" as an action in Zapier
2. Choose "Delay Until" as the specific action type
3. Select "Delay" by "Zapier Time"
4. Set the relative date/time for when the email should send
5. Note: Delays cannot exceed one month in the future

Step 4: Configure Gmail as Action App

1. Choose Gmail as your action application
2. Connect your Gmail account with Zapier
3. Select "Send email" as the action
4. Choose the prospect's email address as the recipient
5. Customize the email subject and body
6. Personalize using attendee details from Step 1

Result

The system will automatically trigger an email reminder approximately 15 minutes before the scheduled meeting time, helping ensure attendee participation.